Keeping a station audit-ready for a DVSA visit

This page is for station owners, AEs and quality control managers who want a routine that leaves them ready for a DVSA site review. For an overview of MOTLogs itself, see What is MOTLogs.

What will DVSA expect me to show?

MOTLogs cannot say what an individual DVSA examiner will ask. In practice they look for evidence that you review your MOT test logs and test quality information regularly, that you looked into anything unusual and wrote down the outcome, and that your station and testers hold current certificates. This page covers the evidence MOTLogs holds: signed-off records and certificates.

What should I do each month?

1. Review the month's test logs and test quality information in MOTLogs and deal with anything flagged.
2. Complete the monthly sign-off for each station. This creates a PDF record.
3. Open Documents, set the scope to the station and confirm the new Attested - <station> - <month> or summary - <station> - <month> row appears with type PDF and a sensible size.
4. Download the PDF and file it with your station records if you keep paper or shared-drive copies.
5. Open Certificates, sort by End date and note any certificate ending within the next few months.

How do I prepare in the week before a visit?

1. Choose the organisation in the scope picker and set All stations.
2. On Documents, search for each station ID and check every month since your last visit has a record. A missing month is the first gap an examiner will find.
3. Download the PDFs for those months and keep them together.
4. On Certificates, check every station and every tester has a current certificate and that the End date is in the future. Download the files you may be asked to show.
5. Open one document and one certificate through their details windows to confirm the download works (a 0 KB file means the stored copy is missing; see Why a document is missing or will not download).

What does MOTLogs not hold?

MOTLogs does not store your own calibration records, insurance, training logs or site policies, and you cannot upload them to the Documents page. Keep these in your own filing system and bring them with the MOTLogs records.

Reference