We have been advised that we should treat our elected Councillors grey fleet mileage in the same way as we do for staff members.
my question is:
Should we veiw, varify and retain copies of driving licences, car insurance etc bearing in mind that they are not employees or should we adopt a self declaration system whereby we accept their word that they have appropriate documents in place.

Les,

Simple question; 'are they engaged in the Council's undertaking?' If yes, the same safety rules should apply, so far as reasonably practicable, as apply to paid workers. My employer has about 40,000 volunteers, some of them drive on blue lights, it's a nightmare, believe me,

John

Why give yourself the headache of copying, keeping and constantly updating sensitive (Data Protection Act) documents?
Those you trust to check the documentation should (given appropriate training, information and instruction)be entrusted to do just that, and keeping appropriate records.
Is there any value at all in photocopies?

That path leads to madness. How do you prove that "you" took the copy, and that it wasn't itself a copy of a copy.............. of a fake? ;)

Checksheets, signatures, declarations, a bit of supervision.I.I T. and monitoring - all good.