Guide · Choosing software
Choosing UK Compliance Records Software
By FileGuard · Published 24 July 2026 ·
Disclosure: FileGuard wrote this guide. We sell compliance records software, and FileGuard is included in the checklist below alongside the criteria we think any buyer should use.
A selection checklist (reviewed 14 October 2026)
Work through these before shortlisting any compliance records software:
- Records. Can you create one record per item (vehicle, piece of equipment, certificate) with its own due date and history?
- Reminders. Are reminders configurable, and do they depend on the dates and schedules you set — rather than being guaranteed to catch everything automatically?
- Permissions and roles. Can you give different people different levels of access (for example admin, manager/editor, viewer, auditor)?
- Document storage. Are certificates and documents attached to the record they relate to, with version history kept rather than overwritten?
- Import. Is there a realistic way to bring in your existing spreadsheets — bulk import, field mapping, a preview step before anything is saved?
- Multi-site. If you operate more than one site, can records be organised by site, and what does an extra site cost?
- Audit trail. Is there an activity log showing who changed what and when, alongside document version history and service history?
- Pricing model. Is pricing clear (flat monthly fee, per-site, per-user) with no hidden setup cost, and is VAT treatment clear?
- Support. How do you reach support, and what are typical response expectations?
- Exit and export. Can you export your data if you leave, and in what format?
- Security information. Can the vendor answer questions about hosting, encryption and access control, even if full details are provided on request rather than published?
FileGuard against the checklist
| Checklist item | FileGuard |
|---|---|
| Records | Items with categories, due dates and history, across equipment, vehicles and documents. |
| Reminders | Configurable email reminder schedules against the dates you set. |
| Permissions/roles | Admin, manager, editor, viewer and auditor roles. |
| Document storage | Documents attached to records, with version history and service history. |
| Import | Import Centre for bulk import with templates, field mapping and a review step before import (availability depends on your plan). |
| Multi-site | One site included; extra sites priced per month. |
| Audit trail | Activity log plus document version history. |
| Pricing model | Flat monthly subscription, shown below. |
| Support | Contact support directly; see contact. |
| Exit/export | Ask about exporting your records before cancelling. |
| Security information | See security and hosting information, with further detail on request. |
FileGuard pricing
FileGuard is £58.80 per month including UK VAT (£49 net + £9.80 VAT). One site and unlimited users are included. Extra sites are £35 + VAT per month (£42 including UK VAT) each. FileGuard includes a 14-day free trial, which needs a free account to start — there isn't a no-signup public demo. See current pricing for the live figures.
Where to look next
If your main need is workshop equipment and training records, see workshop records. For bodyshops, see bodyshop software. For vehicles, see Fleet compliance software.
Frequently asked questions
Is this an independent comparison?
No. This page is written by FileGuard and includes FileGuard as one of the options. We've tried to keep the checklist generic so you can use it to assess any compliance records software, not just ours.
What does FileGuard cost?
FileGuard is £58.80 per month including UK VAT (£49 net + £9.80 VAT), with one site and unlimited users included. Extra sites are £35 + VAT per month (£42 including UK VAT) each. A 14-day free trial is available, and a free account is needed to try the trial or a demo.
Can I try FileGuard without creating an account?
No. A free account is needed to start a trial or see a demo of your own data; there isn't a no-signup public demo.
FileGuard is record-keeping and reminder software. It does not inspect, examine, calibrate or certify equipment or vehicles, and it does not provide legal advice. Check current requirements with the official guidance, your competent person or your adviser.
Related
See whether FileGuard fits your checklist
Run through the checklist below with your own requirements, then start a free trial to check the fit yourself.