Bus Documents and Information Management Procedure

Bus Safety and Compliance > Bus Management Information System > Bus Documents and Information Management Procedure

Authorised by Chief Executive Officer

Revised Date: 4 October 2024

Information Management Procedure

Kyeema will keep forms and/or procedures for the following items:

• Discussion record for external contractors - BSF-01 Contracted Bus Safety Worker Discussion Record

• Job descriptions – under the Disability Support Worker position description on the QMS

• Fleet register – K:\\Admin\Vehicles\Vehicle Listings and Kyeema Vehicles

• Document register - BSF-02

• Communications between operator and workers – Safety Information Communication Policy

• Drug and alcohol management – Drug & Alcohol Policy for bus Safety Workers

• Hazard, risk and change management

• Emergency management

• Bus safety worker competence – BSF-03 Bus Driver Induction Record

• Driver records – Sentrient LMS

• Driver monitoring – ADF-01 Motor Vehicle Running Sheet

• Incident reporting and investigation process

• Internal audit process and checklist - QAF-10 Bus Audit Scope Planner

Maintenance Management System documents:

• Daily inspections checklists - BSF-04 Bus Daily pre-trip Check Form

• Quarterly/10,000kms safety inspections - Bus Safety Quarterly Inspection Procedure

• Procedure for annual inspections - Annual Bus Safety Inspection Procedure

• Procedure for scheduled inspections - Bus Scheduled Maintenance Procedure, BSF-05 Safety Inspection Checklist by Mechanic

• Defect reporting and clearance forms - Vehicle Maintenance & Defect Register K:\Admin\Vehicles\Vehicle Maintenance & Defect Register\

• Procedure and form for management of fire extinguishers - Bus Fire Extinguisher Procedure BSF-04 Bus Daily Pre-Trip Check Form & Vehicle Maintenance & Defect Register: K:\Admin\Vehicles\Vehicle Maintenance & Defect Register\

These records will be kept at Kyeema head office.

• K:\\ drive: Bus Safety & Compliance - spreadsheets

• admin office Bus Safety Compliance Folder (hard copy forms)

• Kyeema QMS - procedures

The method by which the ongoing accuracy of data and currency of information is ensured is by completing all relevant spreadsheets and filing all documents and records as they come to hand and annual internal audits completed.

All records will be kept in English and retained for a minimum of 3 years whilst some documents will be on going.

Related Policies, Procedures and Documents:

Contracted Bus Safety Worker Discussion Record BSF-01

Position Descriptions

Bus Document Register BSF-02

Bus Safety Information Communication Procedure

Drug & Alcohol Procedure

Bus Driver Induction Record BSF-03

Motor Vehicle Running Sheet ADF-01

Bus Audit Scope Planner QAF-10

Bus Daily Pre-trip Check Form BSF-04

Bus Safety Quarterly Inspection Procedure