To ensure NZTA has information on all duplicate WoF and CoF labels issued, from 1 April 2025 all inspecting organisations will need to hold a duplicate WoF and CoF label register, capturing the reasons for issuing these labels. An example of a Duplicate label register file is available in the Portal under QMS In service certification.

QMS In service certification

This is the updated text in the Model Quality Management System for CoF and WoF Inspecting Organisations:

5.5 Management of inspection and certification documents 

You have a coordinated approach to managing your inspection and certification documents. Your approach ensures that:

• All inspection and certification documents are kept safe at all times and out of reach of the public
• Unused controlled documents are always kept out of reach of the public, and outside business hours are locked in a secured safe or locker or strong cupboard or drawer
• All inspection and certification documents are filed so that they can be easily retrieved
• You keep sufficient stock of the inspection and certification documents needed for your inspection and certification work
• The loss or theft of any controlled documents is reported immediately to the New Zealand Police and Waka Kotahi using the Notification of lost or stolen controlled documents form
• You keep an up-to-date Controlled documents record
• You keep an up-to-date inspection Duplicate label register

Waka Kotahi will:

• Talk to you and your staff
• Inspect your used and unused inspection and certification documents and the locations where you keep them
• Inspect the way you file your inspection and
• certification documents
• Inspect your Controlled documents record
• Inspect your Duplicate label register

If you have any questions, please email safervehicles@nzta.govt.nz