SANS 1395 is the South African National Standard for road transport management systems. It is the technical backbone of the RTMS scheme and defines the specific requirements that operators must meet to achieve and maintain accreditation. Understanding SANS 1395 is essential for any operator pursuing RTMS accreditation or seeking to build a robust transport management system.
This guide explains what SANS 1395 requires, how to achieve compliance, and how to maintain it over time.
What Is SANS 1395?
SANS 1395 is a South African National Standard published by the South African Bureau of Standards (SABS). It specifies the requirements for a road transport management system (RTMS) that enables an organisation to manage road safety, vehicle fitness, and driver wellness.
The standard is structured around the same 8 elements as the RTMS scheme, because RTMS uses SANS 1395 as its technical framework. The difference is that SANS 1395 is the standard (the "what") and RTMS is the scheme (the "how" - the accreditation process, the auditors, and the certificate).
SANS 1395 is aligned with international management system standards, including ISO 39001 (Road Traffic Safety Management Systems). Operators who achieve SANS 1395 compliance are well-positioned to pursue ISO 39001 certification if required by international clients.
Key Requirements of SANS 1395
SANS 1395 requires operators to establish, implement, maintain, and continually improve a road transport management system. The key requirements across the 8 elements are:
Management System Documentation
The standard requires a documented management system that includes:
- A transport management policy
- Documented procedures for each element
- Records demonstrating that the procedures are being followed
- A management review process
Documentation does not mean paperwork for its own sake. It means having written procedures that people actually follow, and records that prove they are following them.
Objectives and Targets
For each element, the operator must set measurable objectives and targets. Examples:
- Vehicle fitness: 100 percent of vehicles to have current roadworthy certificates at all times
- Driver wellness: 100 percent of drivers to have current medical fitness certificates
- Loading practices: Zero overloading incidents per quarter
- Incident management: All incidents to be investigated within 5 working days
Objectives must be measurable, achievable, and reviewed regularly. Progress against objectives is reported at management review meetings.
Competence and Training
SANS 1395 requires that all personnel with responsibilities under the management system are competent to perform their roles. This means:
- Identifying the competencies required for each role
- Assessing the competencies of current personnel
- Providing training to address gaps
- Maintaining training records
For drivers, this includes not just the legal requirements (PrDP, medical certificate) but also training in the operator's specific procedures - journey management, defect reporting, load securing, and emergency response.
Vehicle Fitness and Roadworthiness
Vehicle fitness is one of the most heavily audited elements of SANS 1395. The standard requires:
Maintenance programme - A documented preventive maintenance programme for each vehicle, with service intervals based on manufacturer recommendations and operating conditions.
Pre-trip inspections - A documented pre-trip inspection procedure, with records of inspections completed. Defects identified during inspections must be recorded and rectified before the vehicle is dispatched.
Roadworthy certificates - All vehicles must have current roadworthy certificates. The system must track expiry dates and alert responsible personnel before certificates expire.
Defect reporting - Drivers must have a mechanism to report defects, and there must be a documented process for assessing and rectifying reported defects.
Maintenance records - Complete maintenance records must be maintained for each vehicle, including all services, repairs, and inspections.
Driver Wellness and Fatigue
Driver wellness is a critical element of SANS 1395, reflecting the significant role that driver fatigue and health play in road accidents. Requirements include:
Medical fitness assessments - All drivers must have current medical fitness certificates from a registered occupational health practitioner. The assessment must confirm that the driver is fit to operate a commercial vehicle.
Fatigue management programme - The operator must have a documented fatigue management programme that addresses:
- Maximum driving hours and minimum rest periods (in line with the National Road Traffic Act)
- Scheduling practices that prevent fatigue
- Driver education on fatigue risk factors
- Monitoring of driving hours
Substance abuse - The operator must have a substance abuse policy and testing procedures. Random testing is required, and the results must be recorded.
Load Management and Overloading
Overloading is one of the most common compliance failures in South African transport and one of the most damaging to road infrastructure. SANS 1395 requires:
Loading procedures - Documented procedures for loading vehicles, including maximum load limits for each vehicle type.
Load verification - A process for verifying that loads are within legal limits before dispatch. This may include weighbridge records, load cell data, or other verification methods.
Load securing - Documented procedures for securing loads to prevent shifting or spillage during transit.
Overloading prevention - Evidence that overloading is actively prevented, not just detected after the fact.
Achieving and Maintaining SANS 1395 Compliance
Achieving SANS 1395 compliance is a project. Maintaining it is a management discipline. The key steps are:
1. Gap analysis - Assess your current management systems against the SANS 1395 requirements. Identify what is in place, what is partially in place, and what is missing.
2. Implementation plan - Develop a plan to close the gaps, with responsibilities and timelines assigned.
3. Documentation - Develop or update the required procedures and records templates.
4. Training - Train all relevant personnel on the new procedures.
5. Implementation - Put the procedures into practice and start generating records.
6. Internal audit - Conduct an internal audit to verify that the procedures are being followed and the records are being maintained.
7. External audit - Engage an accredited RTMS auditor to conduct the initial accreditation audit.
8. Continuous improvement - Use the management review process to identify opportunities for improvement and update the management system accordingly.
SANS 1395 Compliance with T-ERP
T-ERP's Compliance module is designed around the SANS 1395 framework. The system provides:
- Vehicle fitness tracking with expiry alerts for roadworthy certificates, licence discs, and permits
- Driver wellness management with medical certificate tracking and fatigue log capture
- Pre-trip inspection checklists via the mobile app, with automatic defect escalation
- Loading records and weighbridge data capture
- Incident reporting and investigation tracking
- Training record management with expiry alerts
- Management review report generation from live operational data
Every record required by SANS 1395 is generated automatically from operational data. When the auditor arrives, the documentation is ready.
Frequently Asked Questions
Is SANS 1395 the same as RTMS?
No. SANS 1395 is the technical standard that defines the requirements. RTMS is the industry scheme that uses SANS 1395 as its framework and provides the accreditation process, including the auditors and the certificate. Achieving RTMS accreditation means your management system meets the requirements of SANS 1395.
How does SANS 1395 relate to ISO 39001?
ISO 39001 is the international standard for road traffic safety management systems. SANS 1395 is aligned with ISO 39001 and covers similar ground in the South African context. Operators who achieve SANS 1395 compliance are well-positioned to pursue ISO 39001 certification if required by international clients.
What records does SANS 1395 require?
SANS 1395 requires records for each element of the management system. Key records include: vehicle maintenance records, pre-trip inspection records, driver medical certificates, fatigue logs, loading records, incident reports, training records, and management review minutes. T-ERP generates all of these records automatically from operational data.
How often must the management system be reviewed?
SANS 1395 requires management review at planned intervals - typically quarterly or annually. The review must assess the performance of the management system against the defined objectives and targets, and identify opportunities for improvement.
Can a small operator achieve SANS 1395 compliance?
Yes. SANS 1395 is scalable - the requirements apply to any operator of commercial vehicles, regardless of fleet size. A small operator with 5 vehicles can achieve compliance with a simpler management system than a large operator with 200 vehicles, but the core requirements are the same.