Record Keeping

AIS Record Keeping Responsibilities in Queensland

Approved Inspection Stations (AIS) in Queensland play a crucial role in ensuring road safety by issuing Roadworthy Certificates (RWCs) for registered vehicles. To maintain accountability and ensure compliance with regulations, AIS operators are subject to specific record-keeping requirements outlined in the Transport Operations (Road Use Management) Regulation 2009 (the Regulation) by the Department of Transport and Main Roads (TMR).

Here's a breakdown of AIS record-keeping responsibilities, citing relevant sections of the Regulation:

Required Records (Regulation 181):

• Inspection Records:

  • For each inspection conducted, AIS must maintain a record containing (Regulation 181(a)):
    • Date and time of the inspection.
    • Make, model, and year of manufacture of the vehicle inspected.
    • Vehicle Identification Number (VIN).
    • Details of any modifications made to the vehicle.
    • Outcome of the inspection (pass/fail).
    • Details of any defects identified during the inspection.
    • Name and signature of the qualified examiner who conducted the inspection.

• Roadworthy Certificates (RWCs):

  • AIS must retain a copy of each issued RWC for a minimum period of two years from the date of issue (Regulation 181(b)).

Record Retention Period (Regulation 182):

• All inspection records and copies of RWCs must be kept for a minimum of two years from the date of the inspection or issuance (Regulation 182(a)).
• Records must be kept in a secure and readily accessible format, either electronically or in hard copy (Regulation 182(b)).

Record Availability (Regulation 183):

• AIS operators must make all inspection records and copies of RWCs available for inspection by an authorized officer of the department upon request (Regulation 183(a)).
• This includes providing physical copies or electronic access to the records as required by the officer (Regulation 183(b)).

Failure to Comply (Regulation 184):

• Non-compliance with record-keeping requirements may result in enforcement action by TMR, including penalties or suspension of the AIS approval.

Additional Considerations:

• While not explicitly mandated by the Regulation, it's good practice for AIS to maintain records of:
  • Staff Training: Documentation of training undertaken by qualified examiners to ensure they possess the necessary skills and knowledge for conducting inspections.
  • Equipment Maintenance: Records of maintenance and calibration performed on inspection equipment to guarantee its accuracy and reliability.

Importance of Record Keeping:

Meticulous record keeping by AIS is essential for several reasons:

• Demonstrates Compliance: Proper records provide evidence that AIS are conducting inspections according to the set standards and regulations.
• Facilitates Audits: TMR can use inspection and RWC records during audits to assess the overall performance and compliance of AIS operators.
• Investigates Complaints: Records can be valuable tools for investigating complaints against AIS regarding inspections or RWC issuance.
• Protects Consumers: Detailed inspection records can help identify potential safety concerns and ensure vehicles meet roadworthy standards.

By adhering to these record-keeping responsibilities, AIS operators contribute to a safe and transparent road transport system in Queensland.