Software Blog

Digital Safety Inspection of Heavy Vehicles

New changes to Heavy Vehicle National Laws (HVNL) for heavy vehicles over 4.5 tonnes gross vehicle mass were adopted in late 2018.  This mean greater onus on occupational health and safety checks and have a commitment to safety across the chain of responsibility in the business.


  One of the recommendations is to develop Safety Management System (SMS) including controls, safety policy and documentation. It is thus important to investigate available technologies to automate the safety and maintenance process and ensure that all regulatory requirements are adhered to and safety inspection reports are safely stored and readily accessible within the SMS.

A Safety Management System is vital for companies operating heavy vehicles in Australia. The safety of heavy vehicles, employees and the broad community all depend on ongoing rigours pre start checks, safety inspections and regular maintenance.


For organisations and operations with heavy vehicles the need for high-end successful monitoring of conditions is a 24-hour, 365-day job.  Pre start inspection is a fundamental part of operating of heavy vehicles and should be carried out before each trip, journey or operation.

It is not only the responsibility of both the driver and owner to conduct pre start checks, but also an important record of condition and maintenance. It is therefore important to have the best management tool and checklist available.

Today, the market leader is paperless inspection applications. As well as providing a dynamic tailored software package for easy integration into your business, digital inspection applications are a straightforward way of taking your business digital.

Mobile technology such as smartphones and tablets are increasingly being used to automate pre-start safety checks, routine maintenance and other safety inspections for heavy vehicles. Maintenance and safety checks can be conducted using mobile devices, completely eliminating the need for paperwork and any additional data entry or filing processes.

All mobile devices have an inbuilt camera and microphone which means that driver and operators can capture and edit photographs as well as add audio recorded notes to their inspections.

Once the safety or the pre start check is complete, the report is sent wirelessly to a central database. The database can be accessed via any browser and reports can be printed or attached to an email.

Paperless inspection applications specifically designed for heavy vehicles should deliver functionalities such:

  1. 1. List all information required by the operator to perform their tasks.
  2. 2. Allow the inspector /operator to enter as much information as needed.
  3. 3. Digital imaging of deficiencies/faults/findings by using the device’s camera and edit/annotate the photo on the device.
  4. 4. Voice to text capabilities- allow operator to record notes using speech to text (e.g. SIRI).
  5. 5. Enable the operator to record recommendations- using drop down lists

Electronic paperless inspection application on mobile device can include validations that allow or disallow data entry as well as, provide the user with historical information pertaining to previous inspections, maintenance, pre start checks findings. Paperless inspection applications should be designed to minimize the amount of data entry and keystrokes required by the inspector/operator by incorporating techniques, ranging from pick lists, check boxes, look-up lists, use of camera or voice recorder, and automatically generated results.
All keystrokes on the mobile device application can have a date, time and GPS stamp for audit trail purposes.

Benefits of Electronic paperless inspection applications:

  • • Paperwork is completely eliminated from the process
    • The possibility of human error is minimized
    • There is no “double entry” of data
    • Standardise the activities
    • Real time reporting of findings and corrective actions
    • Each item has a comprehensive audit trail
    • Scheduling and completion of corrective action is simplified
    • Comprehensive inspection reports can be created in real time
    • Improve efficiencies of the operator
    • Empower staff
    • Simplify repeatable tasks and provide staff with easy solution

Where paperless inspection applications really confirm their worth in the inspection process is after the inspection is complete. Paperless apps means every report is automatically filed on a private server or the cloud (SaaS), with trigger notifications to the feet manager or the repairer in real time.

That also means the fleet manger can be the emailed inspection report as soon as it’s complete and management can see an overview of your business in real time. Repair and maintenance can get trigger notifications as soon as something is failed on inspection so they know immediately what needs to be fixed and management can get notifications telling them what they need to replace.

News From

Techs4biz Australia - Paperless InspectionsTechs4biz Australia
Category: SoftwareCompany about: Pervidi is a true paperless inspection software, where the term ‘inspection’ represents any type of field activity or data collection. Since Pervidi users control their checklists, Pervidi can be used to automate a large variety of business processes and activities performed by field technicians. Pervidi (paperless inspection app) offers the versatility and flexibility sought by companies who rely on sending out field staff to service their customers. Our inspection app solutions make carrying ...
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