Record keeping requirements

The role of a record keeper is to keep a detailed account of specific information about drivers of fatigue-regulated heavy vehicles.

In turn, drivers must provide record keepers with their work and rest hour totals and any other relevant vehicle information (such as registration numbers, work dates etc.).

Who is a record keeper?

A record keeper may be:

What details should be recorded?

For each driver the record keeper must keep:

  • the driver’s name, licence number and contact details
  • the dates fatigue regulated heavy vehicles were driven
  • the registration number of the vehicle(s) driven
  • the total of each driver’s work and rest times for each day and each week
  • copies of duplicate work diary daily sheets (if applicable)
  • driver’s rosters and trip schedules (including changeovers)
  • driver timesheets and pay records
  • any other information as required as a condition of an accreditation or exemption (such as driver training and health assessments).

Record keeping

All records must be:

  • kept for three years after they are created
  • kept at a location accessible to an authorised officer for audit or investigation purposes
  • in a format that is readable, and reasonably assumed it will continue to be readable, in at least three years from the date of its creation.

The location of a driver’s record is determined by the record keeper who notifies the driver; this is usually the driver’s base.