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Whilst complaints as to the excess of paper work are commonplace, the need is inevitable in any mediumor largesize undertaking. It is imperative, however, that any system of records should be as simple as possible compatible with the function it has to perform. A danger to be guarded against is the acceptance—often unthinkingly—that any _ particular record system, once adopted, should be permanent. Whilst it would be inconvenient to be regularly changing a particular system, it is much more likely that any fault that exists will be in continuing with a system which, however adequate when inaugurated, is no longer suitable. Similarly, the tendency to add new, though necessary, forms to any particular system, but never to undertake any periodical -pruning should also-be given careful scrutiny. Otherwise, the expense of both providing the stationery and subsequently compiling the records will be out of all proportion to the positive benefits achieved.
Multi-purpose Forms Because of the high cost of stationery, multi-purpose forms may seem attractive and economical. But regard must be given when devising any form as to the capabilities of the staff who will be completing such forms. When used internally for purely administrative purposes, such as in the traffic, accounts or sales offices, no problem arises, as the staff concerned are employed solely, or at least primarily, for that purpose. But the transport industry is again in a comparatively special position in that a relatively high proportion of the total staff employed—namely, drivers (and conductors on passenger vehicles) have to complete forms not only as required by their employers but as a statutory obligation.
In such cases the completion of a form is a secondary, though necessary, duty—for which reason, whatever forms are devised should be simple both in their layout and manner of completion.
Because the keeping of a daily record of hours of work, journeys and load is a statutory requirement of the Road Traffic Act 1960, Regulation 186, such a •record—commonly referred to as a log -sheet—is a convenient starting point on which to build a system of road transport records.
Whilst this Regulation sets out the information which every operator must provide, it does not specify the precise layout of a log sheet. Accordingly, the opportunity is provided for individual operators to allow space on log sheets for such additional information (for example, fuel consumption) as he may consider necessary. This, in fact, is common practice, with the actual layout varying according to the type of traffic and journeys with which the operator is concerned.
Forms for Internal and External Use In addition to. having regard to the type of employee who will be completing the various forms, there should be a clear distinction between those forms which are used entirely internally and those which pass to the hands of customers. In the latter case the name of the operator, and possibly the telephone number, will be necessary both for identification and convenience. But Internally, such information is totally unnecessary, although in practice it is commonly found. All that is required for internal use is possibly the initial of the company concerned, with the appropriate reference number of the form to facilitate re-ordering of stationery. At the same time, and particularly if these reference numbers have been given in correct logical sequence, they will provide a ready means of reference for the staff using them.
Because such reference numbers will apply only when stationery is being re-ordered, this information could be conn48
fined to the left -top corner of the form. As a result the r top corner (which many people find most convenient to el to hand when sorting a -pile of papers) would be availabll record that data which distinguishes one similar form f another. Thus, in the case of a daily log sheet, such would comprise the vehicle number and the date to which record of work referred. Alternatively, in the case of sumn sheets, the distinguishing data in the right top corner wc be the date alene,whether week, month or quarter.
Despite the variations in chassis sizes and types, enginee records relating to maintenance and allied aspects of vet operation nevertheless can be largely standardized. But recording of the movement and control of traffic cannol so readily made on standardized forms because of the alr infinite variations in types of traffic and also in the patter deliveries and length of journeys.
Use of Separate Forms
Theoretically, it would be possible to devise a compreher form to provide for most, if not all, of such variations bu practice, it is often both more convenient and economics use separate forms for, say, general haulage or parcel w Normally the ancillary user is in an advantageous positio this respect in that by the very nature of the services prov the traffic carried is either limited to one product or a gi of products. Even so, with a larger ancillary fleet, whc proportion of the fleet might be devoted to local or fac work separate forms may again be advisable.
Another basic decision to be made when setting up a re system is whether or not the initial log sheet is to be c or weekly. As regards the statutory requirements it is 1.q permissible for the successive entries to cover the operal of a vehicle during one week—provided, of course, all entries are made currently with the work performed and at the end of the week.
Where vehicles are normally away from the depot for a A at a time and the number of items to be entered each day relatively small, then a weekly sheet could prove satisfac But in most other cases, and even when a vehicle may be 2 from a depot for one or more nights a week, then a daily s does permit the record system to be maintained more n date than otherwise would be the case. This presumes log sheets are collected from vehicles immediately on rc to depot.