When it comes to traffic management, most contractors feel confident once they’ve ticked the boxes: prepare a compliant Traffic Management Plan (TMP), submit a Traffic Guidance Scheme (TGS), and complete daily diaries. On paper, that looks like full compliance. But recent audits, enforcement actions, and legal cases show a worrying truth: paperwork alone doesn’t keep you safe from fines, liability, or reputational damage.

In today’s regulatory environment, road authorities and safety regulators expect proof not just of planning but of execution. This means showing that what was drawn in a TMP or TGS was actually delivered on-site — correctly, safely, and at the right time. Without that evidence, contractors are exposed to major risks, even if they believe they’ve followed procedure.

This blog explores why TMPs, TGSs, and daily diaries, while essential, are no longer sufficient by themselves — and what smart contractors are doing to close the gap.

The Role of TMPs, TGSs, and Daily Diaries

Before we discuss the gaps, let’s acknowledge the importance of these documents:

Traffic Management Plan (TMP): The overarching strategy for managing road users around a worksite. It identifies risks, sets out objectives, and outlines how compliance with standards will be achieved.
Traffic Guidance Scheme (TGS): The site-specific diagram showing signage, devices, and controls to be placed during works. It’s essentially the “blueprint” for on-ground setup.
Daily Diary: A record kept by site supervisors noting who was on site, what works were performed, and whether any changes or incidents occurred.

Together, these documents form the compliance foundation. They prove intent and planning. However, regulators and courts are increasingly focused on execution — what actually happened on the ground.

The Growing Scrutiny on Execution

Western Australia

From 1 January 2025, Main Roads WA requires contractors under its Code of Practice to retain site compliance evidence. This can include drive-through video recordings that prove setups match the approved TGS. Failure to retain such evidence leaves contractors exposed if audited later.

(Reference: Main Roads Western Australia, Code of Practice for Traffic Management for Works on Roads, 2025 update)

New South Wales

SafeWork NSW has significantly increased on-site inspections. In 2023 alone, over $55,000 in fines were issued for breaches in traffic and construction safety. Inspectors often look beyond TMPs and TGSs, checking whether actual setups match what was documented.

(Reference: SafeWork NSW, Compliance and Enforcement Data 2023)

Victoria

The Department of Transport and Planning launched the Traffic Management Surveillance Framework in 2023. This program involves both random and risk-based audits, and non-compliance can result in improvement notices or contract penalties. Importantly, inspectors want evidence beyond the paperwork — including timestamped proof of site setups.

(Reference: Victorian Department of Transport and Planning, Traffic Management Surveillance Framework, 2023)

Queensland

The MUTCD (Manual of Uniform Traffic Control Devices) in Queensland has shifted focus towards contractor accountability for both design and verification. Supervisors are expected not only to prepare compliant TGSs but also to demonstrate, if challenged, that the layout was implemented correctly and continuously monitored.

(Reference: Queensland Department of Transport and Main Roads, MUTCD Part 3, 2020 edition with 2023 revisions)

Where TMPs, TGSs, and Diaries Fall Short

Despite their importance, relying only on these documents creates major blind spots:

They Prove Intent, Not Execution
A TMP or TGS shows what should have been done, not what was done. If an accident occurs, regulators or courts will demand evidence of actual on-site compliance.
Daily Diaries Are Vulnerable
Diaries are often handwritten or manually typed, making them subjective. Details may be incomplete, forgotten, or challenged as inaccurate. In disputes, diaries rarely hold the same weight as independent, timestamped visual records.
Audits Are Increasingly Retrospective
Many authorities now review projects months or even years later. Without reliable archived proof, contractors may struggle to defend themselves. TMPs and diaries alone may not convince auditors that compliance was consistently maintained.
Paperwork Doesn’t Show Adaptation
Worksites are dynamic. Conditions change due to weather, traffic volumes, or unexpected hazards. A static TGS cannot demonstrate how the site was adjusted in real-time to remain safe and compliant.

Real-World Consequences

The gap between paperwork and proof is not theoretical. Consider these examples:

SafeWork NSW case (2023): A contractor was fined after inspectors found a setup inconsistent with the TGS. The TMP and diaries were in order, but without photographic or video evidence to show that corrections were made, the paperwork wasn’t enough to avoid penalties.
Victorian roadworks audit (2023): Under the Surveillance Framework, a contractor received an improvement notice when their diaries failed to document a deviation from the TGS. Video or timestamped photographic evidence would have demonstrated compliance with adjusted requirements.
Civil contractor litigation (Queensland, 2022): Following a traffic incident, a contractor struggled in court because while the TMP was compliant, they could not show proof that signage was positioned as per the TGS on the day of the accident. The absence of visual evidence weakened their defence.

Closing the Gap: From Paperwork to Proof

Forward-thinking contractors are adopting proactive verification practices to strengthen compliance and reduce liability.

1. Visual Evidence as the Missing Piece

Timestamped photos or videos provide irrefutable proof that setups matched the TGS. They also capture changes over time, creating a narrative of compliance throughout the project’s lifecycle.

2. Integrating Evidence Into Daily Workflows

The key is to make evidence collection simple and routine. For example, site supervisors can use mobile apps or in-vehicle dash systems to capture quick drive-throughs of setups. These recordings can then be automatically archived against the project file.

3. Long-Term Retention

Because audits and disputes can occur years later, retaining records securely for at least 7 years is critical. Contractors who purge records too early risk being unable to defend themselves when questions arise.

4. Searchability and Traceability

It’s not enough to simply store video evidence. When regulators or clients request information, contractors must be able to quickly retrieve the right record, tied to the right project, date, and location.

How Technology Bridges the Gap

This is where platforms like SiteStory come into play. While not a replacement for TMPs, TGSs, or diaries, SiteStory ensures these documents are supported with real-world proof. By capturing drive-through or walk-through site recordings, automatically timestamping them, and archiving them for 7 years, SiteStory transforms compliance from reactive to proactive.

For contractors, this means:

Audits become a non-event — just pull up the relevant video.
Reduced legal liability in the event of an incident.
Stronger trust with clients and road authorities.
Less reliance on vulnerable, subjective daily diaries.

Conclusion

TMPs, TGSs, and daily diaries remain vital tools for compliance. But as regulators and clients demand higher levels of accountability, they are no longer enough on their own. Contractors need to go beyond paperwork to show proof of execution.

Visual, timestamped, and easily retrievable evidence is now the gold standard in traffic management compliance. Contractors who embrace this shift won’t just avoid penalties — they’ll build stronger reputations, win more work, and gain peace of mind knowing they are genuinely protected.

The message is clear: Don’t rely solely on paperwork. Back it up with proof.

References

Main Roads Western Australia. Code of Practice: Traffic Management for Works on Roads. 2025 update. Perth: MRWA, 2025.
SafeWork NSW. Compliance and Enforcement Data 2023. Sydney: SafeWork NSW, 2023.
Victorian Department of Transport and Planning. Traffic Management Surveillance Framework. Melbourne: DTP, 2023.
Queensland Department of Transport and Main Roads. Manual of Uniform Traffic Control Devices (MUTCD), Part 3. Brisbane: TMR, 2020 (with 2023 revisions).

Why Your TMP, TGS and Daily Diary Alone Isn’t Enough to Keep You Safe