LOLER record keeping for lorry loaders

1. Start with an identifiable lifting-equipment register

A useful LOLER record starts with clear asset identity. For a lorry loader, the vehicle registration alone may not be enough if lifting accessories move between vehicles or if the crane has its own serial or asset number.

Give each crane, chain set, sling, beam or other controlled lifting item a consistent reference. The examination report, certificate file and next-due date should all point back to that same reference so the office can tell immediately which equipment the evidence covers.

• Asset description and internal reference.
• Manufacturer, model or serial number where available.
• Vehicle or base asset the equipment is normally associated with.
• Safe working load or working load limit information where relevant.
• Current examination report and next-due date.

2. Record the correct thorough-examination interval

HSE explains that lifting equipment in service is normally thoroughly examined at specified intervals unless a competent person has drawn up an examination scheme with different intervals. The usual LOLER intervals are six months for lifting accessories and for equipment used to lift people, and twelve months for other lifting equipment.

Do not overwrite the competent person's date with a generic reminder. The report or written examination scheme is the authoritative source for when that particular item is next due. Exceptional circumstances, major changes or certain repairs can also mean a further examination is needed before the normal date.

Source: HSE: thorough examinations and inspections of lifting equipment; HSE: Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)

• Use the next examination date stated by the competent person.
• Keep cranes and lifting accessories as separate assets where their intervals differ.
• Record an examination scheme reference when one applies.
• Bring exceptional events or significant repairs to the competent person's attention rather than relying only on the diary date.

3. Keep the written report and defect outcome together

A thorough examination is followed by a written report. HSE says the report includes matters such as the examination date, when the next examination is due and defects that are or could become a danger to people.

The office record should therefore show more than 'LOLER passed'. Keep the actual report, the asset it applies to and any defect or restriction raised by the competent person. If remedial work is required, retain the evidence that shows what was done and whether the equipment was cleared for continued use.

Source: HSE: thorough examinations and inspections of lifting equipment

• Examination date and competent-person report.
• Next examination date or scheme reference.
• Defects, restrictions or observations raised.
• Repair or rectification evidence where required.
• Status visible to the person planning lifting work.

4. Apply the correct record-retention period

LOLER record retention varies with the type of examination or inspection. HSE's record-keeping table says an in-service thorough-examination report should be kept until the next such report is made or for two years, whichever is later. Other categories, such as first-use examinations and inspections, have different retention requirements.

This is a good reason not to use a simple 'replace old certificate' process. Keep the required history and make sure older reports cannot be silently lost when a new certificate is uploaded.

Source: HSE: Thorough examination of lifting equipment (INDG422); HSE: Safe use of lifting equipment - LOLER ACOP and guidance

• In-service thorough-examination reports: retain until the next report or two years, whichever is later.
• Inspection and other examination categories: follow the retention rule that applies to that record.
• Declarations of Conformity and first-use records may need to be retained for longer periods.
• Keep records protected from unauthorised alteration and capable of being reproduced in written form.

5. Make LOLER evidence available when equipment leaves the yard

Lorry loaders and lifting accessories are routinely used at customer sites. HSE guidance says that where lifting equipment is taken for use in another person's business, evidence should be available showing that the equipment has been thoroughly examined as required.

Operationally, that means the driver or office should be able to produce the relevant evidence without searching through unrelated folders. The record should identify the equipment, last examination, next due date and the position on defects.

Source: HSE: Safe use of lifting equipment - evidence accompanying equipment

• Keep the current report accessible to the transport office and relevant site team.
• Use an asset reference that matches the equipment physically carried on the vehicle.
• Do not rely on a screenshot with no asset identity or examination date.
• If equipment changes between vehicles, update the operational allocation without changing the underlying compliance history.

6. Review lifting-equipment compliance before it becomes urgent

A monthly or weekly compliance review should show upcoming examination dates, missing reports and unresolved defects. For specialist haulage, this review works best beside the vehicle and driver compliance picture because the crane may be current while a chain set is overdue, or vice versa.

Use staged attention rather than one expiry alarm. Early visibility gives the office time to book the competent person, coordinate vehicle availability and collect the completed report before the equipment is needed on a booked lift.

• Which lifting assets fall due in the next 28 days?
• Which assets have no current report or no next-due date recorded?
• Which reports contain defects or restrictions still awaiting action?
• Which accessories are allocated to upcoming work and need evidence available on site?
• Who owns the booking, rectification or document chase?