Understanding What the DVSA Really Says About Maintenance Software
When operators ask whether Autocheck is “DVSA approved”, they’re often looking for reassurance that using digital systems won’t put them at odds with compliance requirements. The good news is that not only does the Driver and Vehicle Standards Agency (DVSA) allow the use of digital systems—it actively encourages them.
The DVSA’s Guide to Maintaining Roadworthiness explains how operators should manage inspections, maintenance, and defect reporting. It confirms that electronic record systems are fully acceptable provided they meet specific standards.
“Using an electronic vehicle maintenance system can provide effective management of all the required information including safety inspections, maintenance scheduling and driver defect reporting.”
In short, the DVSA supports digital record systems that maintain integrity, accessibility, and auditability of information.
What the DVSA Expects from Digital Maintenance Systems
The guide sets out what any compliant system must do. A digital platform should:
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Keep tamper-proof records that cannot be altered later.
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Allow instant access to reports and print or share hard copies when needed.
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Show what has been checked, by whom, and when.
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Provide a full audit trail from inspection through to rectification and sign-off.
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Ensure secure data storage, backups, and disaster recovery.
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Use digital authentication and time stamping.
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Comply with data protection laws (UK GDPR).
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Integrate with driver walkaround checks, defect reporting, and maintenance planners.
The DVSA also confirms that driver walkaround checks can be completed on handheld devices such as tablets or smartphones, with digital signatures and timestamps. Records must be stored for at least 15 months and made available for inspection.
How Autocheck Meets DVSA Requirements
Tamper-Proof Digital Records
Autocheck records every inspection, task, and repair in a secure, tamper-proof format. Each action is attributed to a specific user. Where legitimate exceptions occur—such as a delayed part after a scheduled inspection—the system records this clearly, maintaining transparency and compliance.
Instant Access to Reports
All inspections are stored indefinitely within Autocheck. Users can download, print, or securely email any report instantly, whether for internal use or to share with a customer or auditor.
Full Traceability and User Accountability
Each inspection, update, or sign-off is linked to a named user. The system logs all interactions with time and date stamps, creating a transparent record of who did what and when.
Complete Audit Trail from Start to Finish
Autocheck maintains a full digital trail from the initial inspection through to defect rectification and final approval. Every stage can be viewed, exported, or audited at any time, meeting DVSA standards for record keeping.
Data Security and Reliability
Secure Cloud-Based Infrastructure
Autocheck is hosted on UK-based, enterprise-grade cloud servers. Data is automatically backed up every 10–60 seconds and stored in multiple secure locations. If an outage occurs, the most recent snapshot is automatically restored using geographic redundancy — ensuring no loss of data and minimal downtime.
Digital Authentication and Role-Based Access
Each user has their own secure login and password. Role-based permissions ensure that administrators, technicians, and drivers can only access information relevant to their role, providing both security and operational control.
GDPR Compliance
Autocheck complies fully with the UK GDPR and Data Protection Act 2018. Data is encrypted in transit and at rest, stored securely within the UK, and managed under strict access control. Operators can request exports, reviews, or deletions of their data in line with GDPR rights.
Seamless Integration with Daily Operations
Linked Walkaround Checks and Defect Reporting
Autocheck integrates daily driver walkaround checks directly with the maintenance and repair workflow. When a defect is raised, it can be instantly converted into a repair job and assigned to a technician.
Dynamic Calendar and Task Management
A built-in digital calendar automatically schedules recurring inspections, MOTs, and services. Tasks can be easily moved between dates using drag-and-drop functionality, ensuring full visibility and flexibility.
The Bottom Line
The DVSA does not “approve” or “endorse” specific software systems. Instead, it expects operators to use systems that meet its published standards for record integrity, accessibility, and security.
Autocheck has been developed in direct alignment with those standards.
✅ Yes — Autocheck is fully compliant with the DVSA’s Guide to Maintaining Roadworthiness.
It meets every requirement the DVSA outlines for digital inspection and maintenance record systems, providing operators with confidence that their data, processes, and compliance are in safe hands.
