Keep a single claim file containing evidence from the scene, the driver’s account and all later correspondence. The aim is to preserve facts while memories and digital records are still available.
Immediate evidence
Retain photographs or video of positions, damage, road markings, signs and conditions; third-party and witness details; police references; dashcam footage; telematics; and the driver’s signed account. Save original files rather than only screenshots sent through messaging apps.
Vehicle and business records
Keep the vehicle allocation, journey purpose, maintenance status, defect reports, licence-check record and any relevant training. Later documents may include repair estimates, invoices, recovery charges, hire records and insurer correspondence.
Data handling
Limit access to people who need the record, use secure storage and follow a retention policy. Injury and medical information requires particular care.
Do not alter evidence or encourage drivers to speculate about liability. Report the incident through the policy’s required channel and let the insurer or appointed handler investigate.