Road transport software specialist Aquarius has developed a paperless digital signature system for drivers infringement letters that it claims will save fleet managers time and improve compliance through better record-keeping.
Esign is a web-based system that enables both drivers and managers to sign digital letters on any touch-screen device. These signed e-documents can then be stored electronically for the advised period of two years, and are easily retrieved if required by the DVSA.
Aquarius estimates that a fleet employing 15 drivers needs to file and store 8,000 sheets of paper each year, while a YouGov survey has found that the UK’s small to medium enterprises waste over £40m a day looking for documents.
“Operators are legally required to write drivers a letter if they find any infringements,” said Guy Reynolds, a director of Aquarius. “This must be signed by the driver and manager and kept for two years. This can be a major workload for a big fleet, especially if drivers work remotely.”
Aquarius is the company that 10 years ago developed the Clockwatcher tachograph analysis software that until 2015 had been marketed through third party resellers. It has also developed Vehicle Defect Checker (VDC), a digital app to record the daily drivers walk round check.
The DVSA has confirmed that the digital signature capture used in Esign and the PIN code used for the VDC are acceptable forms of proof of identity for enforcement purposes.
Reynolds said that Aquarius works hard to stay ahead of legislative changes to ensure its software is always fully compliant with the EU drivers’ hours and tachograph rules - Regulation 561/2006.
“The legislation is deliberately left grey in certain areas to allow member states the flexibility to interpret it slightly differently,” he said. “That causes us problems as we are dealing in precise calculations. There have been moves to clarify regulation 561 – but that will be a three year project.”
