FOI 25-555 VDI/VECS Checks

Freedom of Information Request

Reference
FOI 25-555 VDI/VECS Checks
Request Date
28 Nov 2025
Response Date
23 Dec 2025
Information Requested

I wish to request information on the current arrangements for Vehicle Daily Inspections (VDI), Vehicle Equipment Check Sheets (VECS) and routine cleaning of operational vehicles within the Scottish Ambulance Service. I am aware that previous Inspectorate reports highlighted issues such as inconsistent documentation of vehicle checks, unclear lines of responsibility for cleaning, and the impact of operational pressure on the ability of crews to complete required tasks. In light of this, I would like to understand the current position and how SAS now assures itself that these essential standards are fully embedded in day-to-day practice. For clarity, this request specifically refers to: • VDI – the roadworthiness and daily vehicle safety checks recorded on the front-terminal system at the time of crew sign-on. • VECS – the separate Vehicle and Equipment Check Sheet (VECS) recorded on the front-terminal system at the time of crew sign-on. • Daily and weekly cleaning entries – recorded digitally as part of vehicle readiness requirements on the front-terminal system. Based on this, please provide the following information for the past 24 months:  

 

  1. The recorded completion rates for VDI entries at sign-on for all operational vehicle types (including ambulances, patient transportvehiclesand rapid response units). If the data is not centrally collated, please confirm whether the raw front-terminal records exist and where they are held.  

 

  1. The recorded completion rates for VECS entries, noting that VECS and VDI remain separate processes. If VECS has been replaced ordiscontinued, please provide the updated process or documentation. 

 

  1. Confirmation of whether vehicle roadworthiness checks fall under VDI, VECS or a separate framework, and how SAS formally records compliance with statutory roadworthiness requirements. 

 

  1. Clarification on whether the VECS document released under FOI 24-448remainscurrent. If it has been superseded, please provide the updated version. If it remains in use, please explain how SAS ensures accuracy given the presence of outdated items and the absence of current items and equipment.  

 

  1. The recorded completion rates for the daily clean and weekly clean across operational vehicles, along with the definition used by SAS for “completed” for the purposes of audit or assurance. 

 

  1. Any policies, audit mechanisms, supervisorychecksor spot checks used to verify that recorded VDI, VECS and cleaning entries correspond with work actually undertaken.  

 

  1. Any monitoring or data heldregardingoccasions when sign-on checks are interrupted by tasking, and any associated guidance on how staff should complete daily/weekly cleaning requirements as well as essential safety and equipment checks when operational pressure affects the allocated time.  

 

  1. Any policy, guidance or assurance relating to staff responsibility, driver liability and indemnity concerning vehicle roadworthiness in circumstances where crewsare required todeploy before VDI/VECS can reasonably be completed.  
  2. Any internal reviews, risk assessments or governance papers produced in the past three years that consider whether VDI, VECS and cleaning requirements are now consistently embedded and whether operational pressures continue to affect the safe completion of these tasks.
Response
  1. The recorded completion rates for VDI entries at sign-on for all operational vehicle types (including ambulances, patient transportvehiclesand rapid response units). If the data is not centrally collated, please confirm whether the raw front-terminal records exist and where they are held.   

While VDI checks are recorded in our systems, they do not show completion rates specifically at sign-on. Checks can occur at any time during a shift, for some vehicles multiple entries may exist, and identifiers do not always match operational callsigns. Producing completion rates would require creating new information through interpretation, which FOISA does not require.  Raw VDI entries exist within the Terrafix front-terminal system but are not centrally collated for this purpose.  Under Section 17(1), we confirm the requested information is not held. 

 

  1. The recorded completion rates for VECS entries, noting that VECS and VDI remain separate processes. If VECS has been replaced ordiscontinued, please provide the updated process or documentation. 

The Scottish Ambulance Service does still utilise VECS checks.  Like the VDI reporting, to report on VECS completion would require complex skill and judgement and creating new information through interpretation which is not required through Freedom of Information Scotland Act 2002.  There can be multiple entries for each vehicle throughout a shift and identifier do not always match to the call sign.  Under section 17, we can confirm this is information not held. 

 

  1. Confirmation of whether vehicle roadworthiness checks fall under VDI, VECS or a separate framework, and how SAS formally records compliance with statutory roadworthiness requirements. Statutory roadworthiness requirements are set by the Driver and Vehicle Standards agency (DVSA) in the Guide to Maintaining Roadworthiness and are included in the VDI checks.  VDI checks are daily visual inspection by crews for operational readiness and VECS checks allows for equipment and vehicle packing during shifts.  Both checks support readiness but do not replace the DVSA roadworthiness regime. Crews are asked to report any vehicle defects through the defect reporting system if they are found during shift; however, regular safety inspections, MOT’s and vehicle services are undertaken and are documented in line with the DVSA guidance.  Compliance for this ismaintained through Fleet management systems. 

 

  1. Clarification on whether the VECS document released under FOI 24-448remainscurrent. If it has been superseded, please provide the updated version. If it remains in use, please explain how SAS ensures accuracy given the presence of outdated items and the absence of current items and equipment.  

The referenced sheet is the current version. 

We do not hold a recorded definition of “accuracy” for this sheet; therefore, under section 17(1) of FOISA, this information is not held. 

 

 

  1. The recorded completion rates for the daily clean and weekly clean across operational vehicles, along with the definition used by SAS for “completed” for the purposes of audit or assurance.

Under FOISA, the Scottish Ambulance Service does not hold a centrally collated dataset of completion rates for the daily and weekly clean across all operational vehicles, and we therefore apply Section 17(1) (information not held). Assurance of cleanliness is provided through the Infection Prevention & Control audit programme. 

 

  1. Any policies, audit mechanisms, supervisorychecksor spot checks used to verify that recorded VDI, VECS and cleaning entries correspond with work actually undertaken. 

VDI and VECS completions are checked through routine and peer‑review audits along with supervisory reviews.  The Scottish Ambulance Service follows the NHSScotland National Cleaning Services Specification (SHFN 01‑02 v6, July 2025) SHFN 01-02 V6 July 25; and we provide assurance via regular IPC audit reports to our Board (example 28 May 2025).  The National Cleaning Services Specification is a mandatory standard designed to ensure compliance with national cleaning requirements across ambulance stations and vehicles. These audits focus on hygiene and infection prevention measures to maintain a safe environment for both patients and staff.  Audits are carried out on a six-monthly basis and include checks on vehicle cleanliness. 

 

  1. Any monitoring or data heldregardingoccasions when sign-on checks are interrupted by tasking, and any associated guidance on how staff should complete daily/weekly cleaning requirements as well as essential safety and equipment checks when operational pressure affects the allocated time. 

While VDI checks are recorded in our systems, they do not show completion rates specifically at sign-on; checks can occur at any time during a shift. 

 

Recorded within our systems there have been 17853 VDI checks and of those, 6727 are shown to be interrupted by an emergency call.   

 

Please note caution when interpreting this data 

 

The figures provided show only the number of VDI checks recorded within our systems and the number of VDI checks recorded to have been interrupted by an emergency call. These figures are not accurate, as there may be occasions where multiple entries exist for the same vehicle and there are likely cases where no checks have been recorded at all. 

 

The Scottish Ambulance Service does not hold any specific guidance on how staff should complete daily/weekly cleaning requirements or safety checks when affected by operational pressures.   

 

  1. Any policy, guidance or assurance relating to staff responsibility, driver liability and indemnity concerning vehicle roadworthiness in circumstances where crewsare required todeploy before VDI/VECS can reasonably be completed.   For assurance on liability and indemnity, SAS is covered by CNORIS, the NHS Scotland state‑backed indemnity scheme established in law, which provides cover for the negligent acts or omissions of staff during their NHS employment. 

 

Please see below the extract from a wider policy: 

 

2.0 Vehicle Safety It is the driver's responsibility to ensure any vehicle they drive on public roads is roadworthy. If there is any doubt about a vehicle's roadworthiness it will not be driven until the problem has been resolved. Under the Road Traffic Act, it is the driver’s responsibility for checking and ensuring any vehicle they drive on public roads is roadworthy. If there is any doubt about a vehicle’s roadworthiness, it should not be driven on public roads or our sites until the problem has been rectified. If a vehicle is stopped and inspected by the police, it is the driver who may be fined and penalised, not the Service. For all non-operational service vehicles, identified problems should be reported to your local fleet department for advice and repair. For non-service vehicles (i.e. staff’s own car (grey fleet)); the manager authorising vehicle use is responsible for ensuring that there is a process in place for checking and maintaining the roadworthiness of all vehicles used for service business purposes. The minimum requirement is: An annual check: • Vehicle Insurance (including business use). • MOT where required. • Driving Licence check – see HS 039A Driver and Driving Standards Appendix 2 ‘Driver Declaration’ 

 

4.1 Daily Inspection Before using a Service vehicle all employees must conduct a legal road worthiness check. On occasion, there may be an urgent need to use the vehicle without carrying out a daily inspection (such as an emergency call). In such circumstances, once the initial call has been dealt with, the daily inspection must be carried out before any further use of the vehicle. The purpose of the daily inspection is to ensure that the vehicle is in a safe condition to drive and that any unreported damage is recorded. It is the sole responsibility as the driver of the vehicle to carry out the checks. Any damage found or caused must be correctly reported without delay. Any mileage unaccounted for must be reported to a local line manager. It is an offence to drive a vehicle without a valid road tax which must be in date and for that vehicle. If it is established that a vehicle is overdue a service, employees should contact the Fleet Department. If it is established that a vehicle is overdue a brake fluid check or the MOT has expired, it must be withdrawn from service and arrangements made for the required work to be carried out via the Fleet Department. Both employees and the Service are committing an offence if a vehicle requiring a test certificate is used without one, except where the vehicle is being driven to an authorised testing station for a pre-arranged test (Road Traffic Act 1988). Damage to bodywork - Conduct a visual examination of the exterior for damage and defects and report any concerns to your line manager. Underside damage – The surface below the vehicle should be checked for any signs of fluid leaks, which may indicate a serious safety related defect. The underneath of the front and rear bumpers should be checked for any damage, which may indicate the vehicle has suffered a grounding, which may give rise to safety related defects which will require reporting to a line manager Tyres All tyres fitted to a vehicle must be identical in specification in terms of the manufacture, the model, and tread pattern As well as checking the above, each tyre must be carefully checked for: • Damage to the sidewalls and tread area • Cuts & bulges • Embedded objects • Tread depth (a Service designated tyre service may be used.) Note: The minimum acceptable tyre tread depth the Service use is 3mm for motor cars and vans. Lease car users should be contact the Fleet Department for further guidance. 

 

 

  1. Any internal reviews, risk assessments or governance papers produced in the past three years that consider whether VDI, VECS and cleaning requirements are now consistently embedded and whether operational pressures continue to affect the safe completion of these tasks 

The Scottish Ambulance Service does not hold any internal reviews, risk assessments or governance papers specific to the safe completion of VDI or VECS cleaning requirements against operational pressures

In This Section