BFT VAULT – EVIDENCE VAULT
Professional and Secure. Your compliance proof, organised.
For small operators and owner-drivers who need structure without complexity. The Evidence Vault is your audit-ready digital filing cabinet – every document named correctly, timestamped, and retrievable in seconds. You manage your compliance; we organise it professionally so DVSA can find anything in under 2 minutes.
We know...
Running a compliant transport operation is demanding. Between Traffic Commissioner requirements, DVSA inspections, and the daily mountain of documentation, it can feel like you're always one step behind.
Missed PMI sheets. Outdated insurance certificates. Incomplete brake test reports. These quickly become risk points – and DVSA takes an unforgiving view when evidence is missing, misfiled, or late.
The cost of scattered evidence:
- Vehicle prohibitions and MOT failures
- Risk to your Operator Licence and professional reputation
- Contract loss and reputational damage
- Endless hours chasing paperwork instead of running your business
- The constant stress of not knowing if you're compliant
When evidence is scattered, oversight becomes reactive instead of proactive – and compliance slips through the cracks.
The Evidence Vault Solution
The Evidence Vault gives you a structured digital home for all your compliance documents. Every record – from PMI reports to brake tests, driver licences to tacho data – is securely stored, correctly named, and instantly accessible when you need it.
You stay in control. You stay organised. You're always ready for audit.
We take care of the organisation so you can focus on your business.
"Massive weight off our shoulders knowing everything is set up properly. Any inspections we have now, we fly through because the paperwork is perfect."
– David, 599 Limited (Film Production Transport)
Key Benefits
WHAT YOU GET
- Audit-Ready Vault Storage – Secure, centralised digital filing as required by UK Transport Law
- Professional Document Organisation – Every file named correctly using industry-standard conventions
- Timestamped Proof of Compliance – Automatic date/time stamps on every upload for evidential integrity
- 24/7 Mobile Access – View your vault from any device, anywhere, anytime
- Automated Missing Evidence Reminders – System alerts when documents are due for upload
- Quarterly Compliance Check-In Summary – Regular status overview to keep you on track
- Proforma Policies & Procedures – Standard compliance templates included
- Rapid Audit Access – Find any document for DVSA or enforcement in under 2 minutes
How It Works
Onboarding & Setup
We set up your secure Vault, tailored to your operation. You receive:
You receive:
- A unique upload link for you and your providers (garages, suppliers, drivers)
- A Compliance Keys List identifying every document type you need to maintain
- Setup support to ensure smooth onboarding and proper folder structure
- Ongoing support from our team for uploads and evidence queries
Upload & Validation
- Upload documents directly via your secure link or mobile device
- Basic validation ensures files are accepted and stored correctly
- All records are timestamped automatically for evidential integrity
Compliance Maintenance
- You manage your uploads independently – our structure keeps everything consistent and auditable
- The Vault maintains version history so nothing is ever lost
- Automated reminders notify you when evidence is missing or due
- Quarterly compliance check-in summary keeps you informed
Added Convenience
We recommend a simple document scanner that connects directly to your Compliance Vault. Scan multiple documents per minute and they’re automatically filed in the correct folder — no manual uploading required.
Ask our team for more information →Evidence Vault Subscription
Secure digital filing for compliant operators
- ✓ Includes up to 3 vehicles
- ✓ Additional Vehicle: £25/month
- ✓ Trailer Unit: £12.19/month
5 vehicles = £200/month
7 vehicles = £250/month
Did You Know?
If you've been an Evidence Vault client for 3 months or longer, you're eligible for a £1,000 discount on Public Inquiry preparation and representation — should you ever need it.
Ready for executive-level protection?
Book a free consultation to discuss how the Executive Shield can protect your operation with a dedicated compliance officer.
Questions? info@bftconsulting.co.uk | +44 330 179 7379
“We focus on compliance, you focus on your business.”