Digital Defect Reporting: Best Practice for DVSA Compliance

Digital Defect Reporting: Best Practice for DVSA Compliance

The DVSA expects operators to have a solid process for logging and fixing defects. Switching to digital defect reporting makes this practice faster, easier, and a lot less stressful when it comes to DVSA defect compliance.

Why Use a Digital Defect Reporting System?

Paper forms worked for years, but let’s be honest, they’re easy to lose, hard to store, and slow to share. With a digital system like SmartCheck, you can:

• Report defects instantly from a phone or tablet.

• Add photos or videos for proof.

• Automatically track and store records for DVSA checks.

• Cut out delays between spotting a fault and getting it fixed.

  
  

Start with Daily Walkaround Checks

The DVSA says drivers must check their vehicles before hitting the road each day. Digital makes it simple:

• Tick off items from a checklist in an app with just a few taps.

• Snap photos of any defects to save time on lengthy descriptions.

• Completed reports sent straight to the online portal for management overview.

SmartCheck example: Your driver notices a cracked wing mirror during their morning check. They take a quick photo, log it in the app, and you’re sent the report instantly.

Report Safety Issues Immediately

If a defect could make the vehicle unsafe, it must be reported and fixed before it’s used again. A good digital system will:

• Highlight safety issues through pre-shift daily check or ad-hoc if they occur during a shift.

• Send instant alerts to the relevant teams so defects can be managed and rectified quickly.

SmartCheck example: Mid-shift, a brake warning light comes on. Your driver logs it in the app, which immediately flags the vehicle as off the road until fixed and you’re immediately notified so you can decide how to best handle it.

Track Repairs from Start to Finish

Digital tools keep everything in one place:

• See exactly when a defect was reported, where and who by.

• Track who fixed it and when.

• Pull up a full history in minutes if the DVSA ask and never stress again.

SmartCheck example: A tyre blowout is reported, repaired, and signed off within two hours and the proof is saved securely for future audits so the DVSA won’t catch you off guard

Store Your Records Securely

The DVSA says you need to keep defect reports for at least 15 months. With digital records, that’s easy:

• Everything’s stored in the cloud.

• You can find reports in seconds.

• No more piles of paper in the office.

• Access records with ease.

Make Sure Everyone’s Trained

Even the best system won’t help if people don’t use it properly. Make sure drivers and staff know:

• How to log defects digitally.

• Why quick reporting matters.

• The DVSA rules for vehicle safety.

SmartCheck tip: Use the app’s Document Upload feature to keep everyone’s training records up to date and logged in the system.

Switch to Digital Defect Reporting to Stay DVSA Compliant:

Digital defect reporting takes the stress out of DVSA defect compliance. With instant reporting, real-time alerts, and easy-to-find records, platforms like SmartCheck keep your fleet safe and your paperwork (virtually) perfect.