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Government fleets · Word template

Tracking and camera annex for a public-entity vehicle safety plan

Add tracking and cameras to your entity's vehicle safety plan as a requirement you can test: the vehicles covered, a device requirements table, alerts and who acts on them, data access, retention and indicators from device data. A driver notice comes with it.

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  • 8 pages, fully editable
  • Tracking annex
  • 4 ready forms
Before you use it

A neutral template, not an official form

Needs legal review before use

This template is not issued or endorsed by any authority and does not claim to meet any government requirement. Your legal, HSE and procurement teams must review it, in particular the data and access section of the annex and the driver notice.

Source and date checked

The topics follow the Vehicle Safety Management Procedures (EOM-KSS-PR-000021-AR, 2020-03-31) published by the Expenditure Efficiency and Government Projects Authority (EXPRO). We read the official PDF on expro.gov.sa, last checked 2026-11-03. Look for a newer edition before you adopt the plan.

Text you can keep[Bracket]: your entity decidesLegal review needed
What's inside

What is inside the annex?

One Word file: the tracking and camera annex, and a driver notice form.

  1. 01

    Annex: tracking and cameras

    Vehicles covered, a requirements table to compare offers, alerts and who acts on them, review indicators, roles, data and access.

  2. 02

    Form: driver notice

    Tells the driver what the device records, who sees it and for how long, with a signature line.

Your decisions

The numbers are yours, not ours

The template leaves every limit, delay and period in square brackets. Your risk assessment sets them. We do not suggest speed limits or retention periods.

Values your entity decides
SettingWhereValue
Overspeed alert limit and delayAnnex A4[__] km/hyou set it
Working hours for movement alertsAnnex A4[__] - [__]you set it
Offline device alert delayAnnex A4[__] minyou set it
Review targetsAnnex A5[__]you set it
Tracking data retentionAnnex A7, Form F4[__]you set it
Source and verification

What we read, and what you must check

Source topics
Vehicle Safety Management Procedures (VSMS)
Authority
Expenditure Efficiency and Government Projects Authority (EXPRO)
Document number and date
EOM-KSS-PR-000021-AR, 2020-03-31
Section 6.9, tracking
Advises public entities to use satellite tracking for all fleet vehicles. We read it as a recommendation.
Section 9, review
Calls for the plan to be reviewed periodically, at least monthly.
Status of our reading
Read from the official PDF on expro.gov.sa. Last checked 2026-11-03.

Where does the annex sit in a vehicle safety plan?

A vehicle safety plan sets how an organization's vehicles are driven, inspected and reviewed. Public entities in Saudi Arabia can start from the Vehicle Safety Management Procedures published by EXPRO. This annex covers only the tracking and camera part: what the devices must provide, who acts on alerts, who may see the data and for how long.

How to use the template

  1. Read the official text and any newer instruction for your entity.
  2. Fill the square brackets with the limits and periods your risk assessment sets.
  3. List your vehicles in Annex A2 and mark which have a tracking device.
  4. Use the requirements table in A3 when you compare offers or test a system.
  5. Get it reviewed by legal, HSE and procurement. Then approve it.
  6. Brief the drivers and give each one the notice in Form F4.

The tracking annex

Annex A turns tracking into something you can specify and audit. It lists the vehicles covered and gives a requirements table: live position, route and speed history, reports for the monthly review, alerts, user roles, export for audit and where data is hosted. A column for the supplier's answer and one for how you will check it let you compare offers on the same basis.

Then it sets the alerts and who acts on them, and the indicators you will read each month: the share of vehicles reporting, speeding and harsh events per 1,000 km, trips outside working hours and devices offline.

Speeding events per 1,000 km = speeding events ÷ distance driven (km) × 1,000 Share of fleet reporting = vehicles that reported in the month ÷ vehicles in the fleetTargets stay in brackets: your entity sets them.

Driver data and privacy

Needs legal review before use

Location and driving data about people is personal data. Who may see it, how long it is kept and what the driver is told depend on the rules that apply to your entity. Annex A7 and Form F4 are starting text only.

Limits

The template is neutral. It does not claim to meet any government requirement, it is not issued or endorsed by EXPRO or any authority, and it does not name or favor any tracking provider. It is a starting point that your teams must adapt, review and approve.

Related Tracom solution

See what a Tracom device can report for the annex

The annex asks for position, speed history, events, areas, reports and user roles. Tracom makes the devices that can supply this data. Which items you get depends on the model, the sensors and the platform you connect to.

  • Live position and history with a Tracom tracker, for the A3 requirements.
  • Advanced geofencing for alerts when a vehicle enters or leaves a defined area.
  • Driver behavior events for the speeding and harsh-event indicators.
  • Tamper-proof security so the system can alert when a device loses power or is disconnected.
  • SCMS portal and reports for the monthly review and the audit export.
Questions

Vehicle safety plan questions, answered

Comparing tracking offers? Talk to Tracom.

Is this the official VSMS document?

No. It is an independent, editable template on the same topics. The official procedures are published by EXPRO. Use the official text as the reference and check this template against it.

Is vehicle tracking mandatory for public entities?

Not in the version we read. Section 6.9 advises public entities to use tracking for all fleet vehicles. Check the current text and any newer instruction for your entity.

Does the template meet a government requirement?

It does not claim to. It is neutral and it needs your own review. Whether your plan meets a requirement is for your entity and the authority to decide.

Can a contractor use it?

Yes. Change the entity name and the roles. A contractor that operates vehicles on an entity's site may be asked to apply the entity's own plan, so check the contract.

Do I need a tracking provider to use it?

No. The plan works without tracking. The annex is for entities that use, or plan to use, a tracking system. If your entity needs the provider to be on a regulator's list, check that list yourself.

What does Tracom do here?

Tracom makes tracking devices and publishes this template. It does not review your plan, approve it or advise on the law. Your teams and your authority do that.

Next step

Turn the annex into a requirement you can test

Bring your A3 requirements table. We will show you what a Tracom device and the platform report for each row.

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