M1. Documentation

Documentation shall be reviewed:

At least every 12 months or more frequently if needed (for example, changes to legislation, incidents and

accidents, or changes to working practices)

Each document must show:

•The version number
• The review date
• The reviewer’s name
• The approver’s name

Documentation held centrally may be made available in hard copy or electronically.

M2. Records

Records shall be available for inspection or audit and retained in a legible condition for the relevant time period. The time period for retaining records are:

12 months for drivers’ hours records
24 months for working time records
15 months for statutory annual vehicle tests (after their expiry date)
14 weeks for vehicle nil defects records or until the next vehicle safety inspection
15 months for records relating to vehicle safety inspections, defects and maintenance

All other records relevant records shall be retained until the next audit.

M3. Responsible Person

Operators shall appoint a responsible person with direct accountability for the fleet operation. Evidence of the responsible person’s appointment shall include:

Formal appointment through job title,
letter of appointment and naming on the organisational chart
Responsibilities through a job description

The responsible person shall demonstrate:

Competence through relevant qualifications and FORS Professional Development
Continuous and effective control of all aspects of the fleet operation
Responsibility to decide the use of the vehicles, trailers and relevant staff to ensure a safe, legal and efficient

fleet operation
The responsible person may be an owner,
director, manager or supervisor, depending
on the business sector, fleet size and the
vehicle type.
Organisations that operate:
• HGVs or PCVs under a standard national
or international operator licence shall
present the relevant qualifications and
FORS Professional Development for
their nominated transport manager
• HGVs or PCVs under a restricted
operator licence shall demonstrate the
responsible person’s knowledge, skills
and experience to run the fleet through
FORS Professional Development
• Non-operator licensed fleets, such as
vans, minibuses, cars and motorcycles
shall demonstrate the responsible
person’s knowledge, skills and
experience to run the fleet through FORS
Professional Development
Where the organisation operates two or
more operating centres, the appointment
of assistants reporting to the responsible
person should be considered.