External Documents Register
Register of customer, site, authority and technical documents that affect your work.
Who it's for
Suits: Operators working with multiple customers or sites
What it proves at audit
Heavy Vehicle Accreditation criteria this document produces evidence for. Check your readiness.
Why operators use it
We use PRIME-04 to know which external documents affect a defined delivery/customer/site interface, whether the source/version is current and applicable, who can access it, who needs to be informed, what changed and what safe action is needed, without confusing an external document with proof of legal compliance or effective control.
A register is not simply a list of PDFs. It must show which source is relevant to the actual work, where the original is held, who can access it, what needs to be communicated, whether any part is unclear/outdated/conflicting, and how the business decided to respond. This stops workers following a superseded document, missing a changed site rule or relying on a contract/customer condition that has not been assessed for safety.
From the companion guide that comes with this document.
Related documents
Procedure for managing safety where your work meets customers, sites, contractors and other parties.
Matrix tracing each customer or contract requirement to its source, evidence and verification.
Crosswalk that maps external audit requirements to your SMS evidence using present, suitable, operating, effective.
Assessment before a subcontractor or owner-driver starts work for you.
Register of approved subcontractors and owner-drivers, with scope and review dates.
Induction and release record for contractor drivers new to a customer, site or task.