Support services - Vehicle log books policy (T07103)

1.0 Summary of Changes

1.1 This procedure/SOP has undergone it’s 2 yearly review. Links have been updated throughout the document.

2.0 What this Procedure/SOP is About

2.1 The aim of this procedure/SOP is to ensure that vehicle checks and defects are recorded in the vehicle Log Book. When swiping a fleet card to a vehicles ID reader, the driver is confirming they have carried out a vehicle check.

2.2 This procedure/SOP applies to all drivers and supervisors of Essex Police and Kent Police vehicles.

2.3 It is the responsibility of the vehicle driver to ensure that the Log Book is completed accurately. Supervisors should ensure checks are undertaken and the Log Books updated.

2.4 Telematics records the vehicle journey and mileages. The Log Book should only be used for these purposes should there be a telematics system failure.
Compliance with this procedure/SOP and any governing policy is mandatory.

3.0 Detail the Procedure/SOP

3.1 All fleet, lease, hire, pool, sponsored and demonstration vehicles will be issued with a Log Book.

3.2 It is mandatory that Log Books are completed to show vehicle checks and defects. In terms of corporate risk, it is imperative to provide an update for the next driver as to the condition of the vehicle and its equipment. Vehicle defects must be reported to Transport Services with the Log Book updated to inform the next driver.

3.3 Issue of Log Books

3.3.1 Newly Commissioned Fleet and Lease Vehicles
Log Books will be issued by Transport Services. Thereafter, drivers are responsible for ensuring that as the current book nears completion a replacement is obtained from their local administration support team.

3.3.2 Other Vehicles
• Long Term Hire (more than 28 days hire) – A Log Book for each separate hire will be issued to the hirer by the Business Centre bookings team;
• Short Term Hire – A single Log sheet will be issued by the Business Centre Bookings Team to the hirer. These must be completed for each hire and returned to Transport Services – see Section 3.6.2;
• Sponsored Vehicles - The Log Book will be issued by Transport Services;
• Demonstration Vehicles – A single Log sheet will be issued by Transport Services;
• Pool Vehicles – The Log Book will be issued by Transport Services.

3.4 Use and Completion of Vehicle Log Books

3.4.1 The vehicle driver is responsible for completing all columns of the Log Book prior to a journey. Failure to comply may result in a disciplinary investigation.

3.4.2 It is the responsibility of the vehicle driver to ensure that vehicle checks are carried out and that the vehicle is in a roadworthy condition prior to use. Any defects which are found prior to, or during, use must be noted in the Log Book and reported to the relevant Transport Services workshop.

3.4.3 The completion of a weekly inspection must be entered into the Log Book, and should include the date, driver’s signature and force number.

3.4.4 Line Managers/Supervisors are responsible for carrying out weekly checks of the Log Books belonging to vehicles in their care or control and must endorse them upon inspection to confirm correct completion.

3.4.5 The Log Book is to be kept in the vehicle at all times to enable pre-use checks to be carried out and must accompany the vehicle and keys when going to workshops.

3.5 Loss of Vehicle Log Book

3.5.1 The loss of a Log Book must be reported to Transport Services immediately and a local investigation undertaken to locate it. An audit trail of the investigation must be supplied to the Fleet Coordinator, Transport Services.

3.6 Storage and Retention of Vehicle Log Books

3.6.1 If a police vehicle is transferred to another Directorate or Department, the Log Book pertaining to that vehicle must be transferred with the vehicle.

3.6.2 All completed Log Books and Log sheets, must be returned to Transport Services who will retain them in accordance with the relevant Force retention policy. Individual sheets for short term hires can be scanned and sent to Transport Services.

3.6.3 Other information regarding Vehicle Log Books is available in the Travel Procedure (see related documents).

4.0 Equality Impact Assessment

• EIA – September 2021

5.0 Risk Assessment

5.1 There are no specific risk assessments associated with the procedures concerning the completion of Vehicle Log books.

5.2 There is an organisational risk if Log Books are not completed due to a legal requirement to maintain driver record details.

6.0 Consultation

6.1 The following have been consulted during the formulation of this document:
• Unison
• Federation
• Business Services
• Driver Training Department
• OPC Roads Policing Sergeant
• Health & Safety

7.0 Monitoring and Review

7.1 This procedure/SOP will be reviewed by, or on behalf of, the Head of Transport Services every two years to ensure that it remains accurate and fit for purpose.

8.0 Governing force policy

8.1 Data Security

8.1.1 Essex Police and Kent Police have measures in place to protect the security of your data in accordance with our Information Management Policy – W 1000 Policy – Information Management

8.2 Retention & Disposal of Records

8.2.1 Essex Police and Kent Police will hold data in accordance with our Records Review, Retention & Disposal Policy – W 1012 Procedure/SOP - Records Review, Retention and Disposal.
8.2.2 We will only hold data for as long as necessary for the purposes for which we collected.