Page 68 - National Express_ GMStands

Where defects are deferred they must be subject to repair or replacement, except for locally agreed
circumstances, within the next vehicle safety inspection period or at the next inspection.

Any policy must include a process to record and track deferred defects with the original source of the
defect being identified, in this case during the pre-use check, and the original date the defect was reported.

3.0 Sign off & Roadworthiness

Any Group Company policy that covers vehicle pre-use checks must include a clear description, with
defined levels of responsibility, for vehicle sign off and declaration of roadworthiness.

Documentation, or systems, used to record pre-use checks, must include a declaration of roadworthiness
and be signed, with traceability, by an authorised person. Vehicles that have defects identified on pre-use
check must not be released for service until this sign off has taken place.

Documentation used to record the results of any vehicle pre-use, or in service defects and any rectification
work, including deferred defects, must be kept for any period of time defined by local legislative
requirements, or where these do not exist, at least 15 months.

Where vehicles do not undergo pre-use checks on site (i.e. their journey starts from a remote site or origin),
or where there is a resource to review and sign off defects prior to use, Group Companies must ensure
there is a robust process in place to enable communication with an authorised person to make a decision
on the best, and legally compliant, course of action for any defects identified.

Note: This may be via use of a phone or radio for example.

This communication, and any decisions made MUST be documented on site at the parent depot and any
defects managed in line with the requirements of this document.

Records of these communications and the decisions made must be kept of a minimum of 15 months for
audit purposes.

4.0 Contracted Maintenance

Where vehicle maintenance is contracted to a third party, Group Companies must ensure there is a robust,
periodic, assessment of vehicle pre-use check standards, by contract staff, and that the requirements of this
Global Standard are upheld. This also includes agency or third party driving staff.

Note: Where Group Companies contract their maintenance this does not exempt any Group Company
from the requirements of this Global Standard or any content therein. Third party processes and paperwork
may be used but must comply with the requirements of this Global Standard.

Global Maintenance Standard: Vehicle Pre-use Checks & Defect Reporting 8