Importance of keeping accurate fatigue management records

For Australian fleet managers, adherence to the National Heavy Vehicle Accreditation Scheme (NHVAS) is not merely a choice, but a necessity for maintaining operational excellence, mitigating risks, and fostering a culture of continuous improvement within their fleets. 

NHVAS Fatigue Management Standard 6, with its focus on record keeping, is a key element in achieving these goals.

Here at Hubfleet, we’ve partnered with Glyn Castanelli, who is an NHVR approved auditor from Transport Health and Safety, to delve into the seven fatigue management standards established by the NHVR. 

Our goal is to provide insight into what these standards mean and how transport companies can implement practical systems to fulfill their obligations under the Heavy Vehicle National Law (HVNL).  

In this article, we’ll explore the significance of Standard 6, provide insights into meeting its requirements, and discuss how innovative solutions like Hubfleet software can assist.

Understanding NHVAS Standard 6: records and documentation

NHVAS Standard 6 emphasises the importance of maintaining accurate and up-to-date records and documentation related to fatigue management within fleet operations. 

This standard serves as a cornerstone for demonstrating compliance with NHVAS requirements and ensuring that fleet managers have the necessary information to monitor and manage driver fatigue effectively. 

Key aspects of Standard 6 include:

1. Driver work diaries: Fleet managers must ensure that drivers maintain accurate work diaries or logbooks, documenting their driving hours, rest breaks, and other relevant information in accordance with regulatory requirements.

2. Vehicle inspection records: NHVAS Standard 6 also mandates the maintenance of detailed records of vehicle inspections, servicing, and maintenance activities, including any repairs or modifications related to fatigue management systems.

3. Training and certification records: Fleet managers are responsible for maintaining records of driver training and certification related to fatigue management, ensuring that drivers receive the necessary education and qualifications to manage fatigue effectively.

4. Audit trail documentation: NHVAS Standard 6 requires fleet managers to maintain an audit trail of all records and documentation related to fatigue management, demonstrating compliance with regulatory requirements and facilitating regulatory inspections.

Tips for meeting the standard

Meeting NHVAS Standard 6 requires a proactive approach to record-keeping and documentation management. 

Glyn Castanelli has spent over 30 years in the heavy vehicle transport industry in many roles including his current role as an NHVR Accredited Auditor at Transport Health and Safety.  

Glyn has the following practical tips for fleet managers:

• Implement digital solutions: Embrace digital tools and technologies, such as electronic work diaries and fleet management software, to streamline record-keeping processes and ensure data accuracy and accessibility.

• Train personnel: Provide comprehensive training to personnel responsible for maintaining records and documentation, ensuring they understand the regulatory requirements and best practices for compliance.

• Regular audits: Conduct regular audits of record-keeping practices to identify any deficiencies or areas for improvement and implement corrective actions as necessary.

• Stay updated: Stay informed about changes to NHVAS requirements and regulatory standards related to fatigue management, ensuring that record-keeping practices remain compliant with current regulations.

Leveraging Hubfleet software for compliance

Hubfleet software offers a comprehensive solution for streamlining record-keeping and documentation processes and ensuring compliance with NHVAS Standard 6. 

Here’s how Hubfleet can assist fleet managers in meeting the compliance standard:

• Electronic work diaries: Hubfleet provides electronic work diary functionality, allowing drivers to record their driving hours and rest breaks digitally, ensuring accuracy and compliance with regulatory requirements.

• Maintenance records: Hubfleet enables fleet managers to maintain detailed records of vehicle inspections, servicing, and maintenance activities, ensuring that fatigue management systems are properly maintained and operational.

• Training management: Hubfleet facilitates the management of driver training and certification records, ensuring that drivers receive the necessary education and qualifications to manage fatigue effectively.

• Centralised documentation: Hubfleet serves as a centralized repository for all records and documentation related to fatigue management, providing easy access and retrieval during regulatory inspections.

By incorporating Hubfleet software into their operations, fleet managers can streamline record-keeping and documentation processes, enhance compliance with NHVAS Standard 6, and ultimately contribute to safer roads and more efficient fleet management practices.

NHVAS Standard 6 underscores the importance of meticulous record-keeping and comprehensive documentation in fatigue management within fleet operations. 

By adhering to the requirements outlined in Standard 6 and leveraging innovative solutions like Hubfleet software, fleet managers can streamline record-keeping processes, ensure compliance with regulatory requirements, and ultimately promote safety and efficiency on the roads. 

Embracing a proactive approach to records and documentation not only mitigates regulatory risks but also enhances operational transparency and accountability, benefiting drivers, stakeholders, and the broader community alike.

Disclaimer: This article offers general guidance. For specific legal advice and detailed information on Fatigue Management Accreditation, always consult the National Heavy Vehicle Regulator (NHVR) website or an accredited legal advisor.

While you’re here, here’s a look back at the first five segments to this seven-part series:

Striving for excellence: NHVAS Standard 5 and the power of internal review

Demonstrating a company-wide commitment to fatigue management

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