Romanian HGV qualified driver working in UK

I was told by DVLA i needed a key code and that the driver in question has to write to DVLA to obtain. When i followed it up a few days later to see when we could expect the key code, we were told the driver has to go to the Romanian Consulate in Edinburgh with his Licences etc and they will print out a report for him to return to me. Seems very drawn out affair to check if a EU resident has a clean driving record. He has been pulled before by VOSA who put his card into their ‘machine’ and they had nothing to say but really need to get official confirmation for our records, so a day trip to Edinburgh for him.