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Records to be kept and returns to be furnished by examiner

Road Traffic (Motor Vehicles, Test) Rules

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—(1) An authorised examiner must keep at each of the examiner’s vehicle testing stations a record relating to all examinations carried out at that station in a manner approved by the Registrar, including the following:(a)the daily roster mentioned in rule 5(1)(ca);(b)in respect of the examination of a motor vehicle, a copy of the following visual images:(i)the front, sides and back of the motor vehicle;(ii)the exhaust system of the motor vehicle;(c)in respect of the examination of a motor vehicle, a video recording of the examination that includes the identification mark displayed on the motor vehicle;(d)any record of a motor vehicle re-assigned to another vehicle test lane;(e)any record of an inspector re-rostered to another vehicle test lane.(2) The authorised examiner must ensure that the information and documents relating to an examination which are required to be kept as part of the record under paragraph (1) are so kept as soon as practicable after each examination has been carried out.(3) The authorised examiner must, for the purpose of an inspection under rule 16, keep the information and documents relating to an examination, which are required to be kept as part of a record under paragraph (1), for at least 3 years after the date of the examination.(4) Despite paragraph (3), the authorised examiner must keep —(a)copies of the visual images mentioned in paragraph (1)(b) for not less than the shorter of the following periods:(i)after the next 2 times that the motor vehicle is examined in accordance with these Rules;(ii)4 years after the examination; and(b)copies of the video recording mentioned in paragraph (1)(c) for not less than 3 months after the examination.(5) An authorised examiner shall ensure that upon the issue by that examiner of a test certificate or an inspection report, a copy of that certificate or inspection report is made and preserved at the vehicle testing station for a period of not less than 3 years.(5A) For each examination carried out at each of an authorised examiner’s vehicle testing stations, the authorised examiner must, no later than 14 working days after the end of the month that the examination was carried out, submit to the Registrar the following records:(a)the staff identification number of each inspector who carried out the examination;(b)the date and time that the examination started and ended;(c)the identification mark, chassis body number and engine number of the examined motor vehicle.(6) An authorised examiner shall furnish any record or information in respect of all examinations carried out at the vehicle testing station when required by the Registrar.(7) An authorised examiner must, for each of the examiner’s vehicle testing stations, submit to the Registrar at such intervals and in such form and manner as the Registrar may require, the results of every examination carried out at that vehicle testing station, and the date and time of the examination.(8) An authorised examiner must submit to the Registrar, in such form and manner as the Registrar may require, monthly statistics on the following matters for each of the examiner’s vehicle testing stations:(a)age profile of vehicles examined;(b)relative frequency of examination failure;(c)examination frequency;(d)breakdown of defects by stages;(e)breakdown of defects by systems (for all vehicles and according to each type of vehicle).(9) An authorised examiner must submit to the Registrar the statistics for each calendar month —(a)for the matter referred to in paragraph (8)(a), no later than 7 working days after the end of that month; and(b)for the matters referred to in paragraph (8)(b) to (e), no later than 21 working days after the end of that month.(10) Where a particular type of vehicle was not examined at a vehicle testing station in a calendar month, the authorised examiner of that vehicle testing station must submit a nil return for that type of vehicle in the statistics to be submitted for that calendar month under paragraph (9).(11) An authorised examiner must, on reasonable written notice being given by the Registrar, furnish to the Registrar such other information or statistics relating to the examinations carried out at any or all of the examiner’s vehicle testing stations as the Registrar may require, within the time specified in the notice.

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