Tachomaster Drivers’ Guide to the Correct Use of the Analogue Tachograph i. Tachomaster does. The activity mode symbols used by both Analogue and Digital.
A tachograph is a device fitted to a vehicle that automatically records its speed and distance, together with the driver's activity selected from a choice of modes. The drive mode is activated automatically when the vehicle is in motion, and modern tachograph heads usually default to the other work mode upon coming to rest. The rest and availability modes can be manually selected by the driver whilst stationary.
A tachograph system comprises a sender unit mounted to the vehicle gearbox, the tachograph head and a recording medium. Tachograph heads are of either analogue or digital types. All relevant vehicles manufactured in the EU since 1 May 2006 must be fitted with digital tachograph heads. The recording medium for analogue heads are wax coated paper discs, and for digital heads there are two recording mediums: internal memory (which can be read out with one of a variety of download devices into a so-called .ddd file) and digital driver cards containing a microchip with flash memory. Digital driver cards store data in a format that can later also be read out as a .ddd file. These files - both those read from internal memory with a download device, and those read from the driver cards - can be imported into tachograph analysis/archival software.
Drivers and their employers are legally required to accurately record their activities, retain the records (files from internal memory and from driver cards must both be retained) and produce them on demand to transport authorities who are in charge of enforcing regulations governing drivers' working hours.
https://disvofulde.tistory.com/3. Broadcasting concerts), thus resulting file sizes will be smaller too. AAC offers a significantly higher coding as well as compression efficiency and allows you a higher flexibility in usage than MP3. Most importantly, saving bandwidth and having smaller file sizes means saving money – especially if your business relies on continuous video & audio streaming over scarce resources.
They are also used in the maritime world, for example through the Central Commission for Navigation on the Rhine.
- 2Regulations
- 3Analogue tachographs
- 4Digital tachographs
Origins[edit]
The tachograph was originally introduced for the railroads so that companies could better document irregularities. The inventor was Max Maria von Weber, a civil servant, engineer and author. The Daniel Tachometer has been known in the railway industry since 1844.[1] The HaslerEvent recorder was introduced in the 1920s.
Regulations[edit]
For reasons of public safety, many jurisdictions have limits on the working hours of drivers of certain vehicles, such as buses and trucks. A tachograph can be used to monitor this and ensure that appropriate breaks are taken.
In Germany (historical)[edit]
The Verkehrs-Sicherungs-Gesetz (German Traffic Safety Law) of 19 December 1952, made tachographs mandatory in Germany for all commercial vehicles weighing over 7.5 tonnes. Since 23 March and 23 December 1953, all new commercial vehicles and buses must be equipped with the device per law Straßenverkehrs-Zulassungs-Ordnung § 57a.
Tachographs are mandatory for vehicles allowed to carry a total weight of over 3.5 tonnes and vehicles built to carry at least 9 passengers, if the vehicle is used for commercial purposes. They are used to review the driving and rest time of drivers during reviews by traffic standards organizations or accident investigation. A driver must carry the tachograph records with him for all days of the current week and the last day of the previous week that he drove. Companies must keep the records for 1 year. In Germany, § 16 of the work time regulations lengthens this time to 2 years if the records will be used as proof of work time.
In the EU[edit]
EEC regulation 3821/85[2] from 20 December 1985 made tachographs mandatory throughout the EEC as of 29 September 1986. (Regulation 1463/70 amended by regulation 2828/77 made tachographs mandatory by 1 July 1979, reference to these regulations can be found in regulation 3821/85).
A 'European arrangement in regard to the work of driving personnel engaged in international traffic' (AETR, from French 'Accord Européen sur les Transports Routiers') became effective on 31 July 1985.
Regulation 561/2006/EC of the European Union adopted on 11 April 2007[3] specified the driving and rest times of professional drivers. These time periods can be checked by the employers, police and other authorities with the help of the tachograph.
Analogue tachographs[edit]
Most tachographs produced prior to 1 May 2006 were of the analogue type. Later analogue tachograph head models are of a modular design, enabling the head to fit into a standard DIN slot in the vehicle dashboard. This would enable a relatively easy upgrade to the forthcoming digital models, which were manufactured to the same physical dimensions.
The analogue tachograph head uses styli to trace lines on a wax coated paper disc that rotates throughout the day, where one rotation encompasses a 24-hour period. If the disc is left in the head over 24 hours, a second trace will be written onto the first, and so on until the disc is removed. It is an infringement of EU Regulation 561/2006 to use a disc for a period longer than it is designed for. Multiple overlapping traces may still be deciphered in the speed and distance fields, but it is far more difficult for the activity field where one trace can easily be obliterated by another. Analogue tachograph heads provide no indication to the driver of the need to change the disc.
Analogue data is retrieved visually, and can be assisted by manual analysis tools. Analogue discs can also be electronically scanned and analysed by computer, although this analogue to digital conversion process still requires human expert interpretation for best results, due to imperfections in the source disc such as dirt and scratch marks in the wax surface that can be incorrectly read as trace marks.
The analogue chart (EU)[edit]
The analogue chart must be EU type approved. The country of type approval can be found on the rear of the chart, i.e. a mark of E11 would indicate the chart to have been approved in the UK for use in the EU. The chart is manufactured out of heavyweight paper with a black printed face that is thinly coated with a white wax, upon which is printed a number of features. The surface can be scratched or rubbed to reveal the black paper underneath. This enables the traces to be made without the use of ink. The chart features a pear-shaped aperture in the centre, ensuring it is perfectly aligned upon insertion into the tachograph head. There is no facility to prevent it being inserted back to front, where the styli would be prevented from making contact with the wax surface.
The centrefield is used by the driver to store certain handwritten information. This includes the drivers name, the date(s) the disc refers to, the start and end odometer readings and the registration mark of the vehicle.
Three traces are made in the wax surface by the head. These traces are either made by three separate styli or a single multipurpose stylus.
The trace closest to the centrefield is the distance trace. The stylus moves up and down with distance travelled, producing a zig-zag pattern, often referred to as a 'V' trace. A complete deflection is created every 5 kilometres, and therefore each completed 'V' represents 10 kilometres travelled. By counting the zig-zags, the total distance travelled can be calculated and compared against the stated odometer readings in the centrefield. By comparing the end position of the trace for a particular day against the start position for the following day, it can be seen if the vehicle has moved in the intermediate period.
The trace in the central area is the mode trace. The driver's activity is displayed in this area, and is always displayed as either drive, other work, availability or rest. Earlier tachograph heads displayed the mode as a thin line in one of four concentric tracks within the activity band. These heads are known as manual heads as the activity was manually selected using the mode switch. Automatic heads succeeded manual heads, and differ from them in two main areas. Firstly, the automatic head will always display the drive mode when the vehicle is in motion, regardless of the setting of the mode switch. For this reason, the drive mode is no longer available to be selected by the mode switch. Secondly, the activity is displayed on the chart as a sequence of block traces of differing thickness. The rest mode appears as a thin line, availability as a slightly thicker line, other work as slightly thicker again and the drive trace being the thickest.
The trace closest to the outer edge is the speed trace. The disc is preprinted with a speed scale and the stylus produces a mark corresponding with the speed of the vehicle at any given time. It is important that the maximum speed (Vmax) specification of the chart matches that of the tachograph head for the speed to be correctly recorded. It can be expected that a high speed trace will correlate with a tightly-spaced zig-zag pattern within the distance trace.
The disc is preprinted with a 24-hour scale that completes the outer circumference.
The rear face of the chart is printed with a grid that enables the driver to make handwritten additions or amendments to the information on the front.
VDO Kienzle 1318
Kienzle 1314
Veeder Root 1426
VDO MTCO 1324
Motometer
SE2306
Digital tachographs[edit]
Introduction of the digital tachograph in the EU[edit]
Digital tachographs make tampering much more difficult by sending signals in an encrypted manner. EU regulation 1360/2002 makes digital tachographs mandatory for all vehicles described in the above section Regulations and manufactured after 1 August 2005. Digital tachographs have been required as of 1 May 2006 for all new vehicles for which EWG regulation VO(EWG)3820/85 applies, as was published in the official newsletter of the European Union L102 from 11 April 2006.
Digital tachographs have been implemented in Mexico since 1994, but this is not a federal regulation. The last implementations developed in Mexico have GPS capabilities such as mapping, altitude and location-activated video triggering.
Its use in accident investigation[edit]
Apart from enforcing regulations, tachographs are often used in Germany to investigate and punish speeding. This practice was approved by the German high regional court in the 1990s. Also, after an accident, the discs are often examined with a microscope to discover the events that took place at a collision site.
Tampering[edit]
Tachographs can be tampered with in various ways, such as slightly twisting the marker, blocking the path of the arm with a piece of rubber or foam, short-circuiting the unit for short periods, intentionally preventing the detection of gear movement with a magnet, or interrupting the (older analogue) tachograph's power supply with a blown fuse to stop operation completely thus recording no information whatsoever. There is also 'forgetting to insert' the chart when beginning duty. Unauthorized changing of the discs (and then discarding one of the two, so that some activities are 'forgotten') is well known throughout Europe. 'Ghosting' is another common trick when false driver information is entered onto a second chart to give the appearance that there is a second driver present in the cab for long distance runs that cannot be completed within a single driver's daily driving period.
See also[edit]
- Electronic Logging Devices, comparable device used in the US and Canada
Further reading[edit]
- Armin Müller: Kienzle. Ein deutsches Industrieunternehmen im 20. Jahrhundert, second edition, Franz Steiner Verlag: Stuttgart 2014, ISBN978-3-515-10669-6
German Book about the invention of the tachograph and the history of the main producer/ seller Kienzle Apparate GmbH (today VDO).
References[edit]
- ^[1] Meyers Konversations-Lexikon, 4th edition (1885-1890)
- ^EUR-Lex – 31985R3821 – EN
- ^'L_2006102EN.01000101.xml'. eur-lex.europa.eu.
External links[edit]
- Using tachographs – Business Link UK.
Media related to Tachographs at Wikimedia Commons
The rules about the tachograph that you must use to record your EC/AETR drivers' hours in a goods vehicle.
Stay up to date
The UK will leave the EU on 31 October.
EU drivers’ hours and tachograph rules will be kept as UK law, even if there’s a no-deal Brexit.
Find out more about drivers’ hours and Brexit.
Overview
You must use an approved tachograph when driving under EU or AETR drivers’ hours rules.
The only exception is if you’re driving a vehicle collecting sea coal. You’ll still have to follow the EU drivers’ hours rules, but you don’t need a tachograph.
The tachograph is a device that records:
- how many hours you’ve driven for
- breaks and rest periods
- the vehicle’s speed
- the distance the vehicle has travelled
The resulting record is to be used to monitor compliance with rules and drivers’ hours.
There are 2 main types of tachograph:
- analogue
- digital (fitted in vehicles registered from 1 May 2006)
The rules on using the tachograph are contained in Regulation (EU) 165/201 and will depend on which of these types you have. These rules must be observed by both drivers and operators of vehicles that fall within the scope of Regulation (EC) 561/2006 or the AETR rules.
Not in scope?
The driver of a vehicle that is exempt from or not in scope of the EU rules see Which rules apply? is not required to use recording equipment, even if it is fitted, unless the vehicle is operated by a universal service provider (USP). At the time of publication, the only USP is the Royal Mail.
4.1. Analogue tachographs
Analogue tachograph recordings are made by a stylus cutting traces into a wax-coated chart. Three separate styluses mark recordings of:
- speed
- distance travelled
- the driver’s activity (known as the ‘mode’)
The inner part is used by the driver to write details of their name, location of start of journey, end location, date and odometer readings.
The reverse of a tachograph chart normally contains an area for recording manual entries and details of other vehicles driven during the period covered.
Charts and records
What Does Driver Update Mean
Drivers are responsible for operating the tachograph correctly in order to record their activities accurately and fully. Specifically, drivers must:
- verify, before using an instrument, that it is correctly calibrated via the attached plaques and ensure that the time displayed is set to the official time of the country in which the vehicle is registered
- ensure that the correct type of chart is being used for the specific model of tachograph in use
- carry enough charts for the whole journey, including spare charts in case any become damaged or dirty
- enter centrefield details at the first use of the chart, when changing vehicles and when completing the use of the chart (see ‘Centrefield entries’ section)
- correctly operate the mode switch in order to record their activities accurately see Common rules
- use a second chart if a chart is damaged while in use and attach this one to the first chart on completion - there are other occasions when use of a second chart in a 24-hour period is unavoidable, namely when a driver changes to a vehicle with an incompatible tachograph to the chart in use or they change vehicle so many times that all the details cannot be accommodated on one chart
- make manual entries on the chart in respect of their activities away from the vehicle (see ‘Manual entries’ section), where the rules have been exceeded in an emergency, or to correct a recording
- make manual entries when the equipment malfunctions and report any such malfunctions to the operator or employer
- not use a chart to cover a period longer than 24 hours
- not remove the chart from the instrument before the end of their duty period unless authorised to do so. The rules do not specify who can authorise removal of the chart, but cases where charts can be removed include:
- a change of vehicle
- swapping charts or cards on multi-manned journeys
- to make manual entries in the event of an emergency, equipment malfunction etc
- return used charts to the operator within 42 days. This requirement must be complied with even when a driver changes employer
- be able to produce at the roadside:
- charts and any legally required manual records for the current day and the previous 28 calendar days
- the driver’s digital smart card if they hold one
- permit a DVSA examiner or police officer to examine the tachograph instrument and inspect charts
Time tips
Make sure the time is correct for am or pm – both times are displayed identically on an analogue tachograph’s 12-hour clock face. Analogue tachographs must continue to display the correct time – which for the UK includes adjustments for British Summer Time.
Activity record
Most analogue tachograph instruments in use are ‘automatic’. This means that the instrument will automatically record activity as driving when the vehicle is moving however it defaults to the selected mode switch setting when the vehicle stops so drivers need to ensure it is set to the appropriate mode for the activity being carried out when the vehicle is stationary.
Driver cards
Drivers who have been issued with a driver card are committing an offence if they are unable to produce this during a roadside inspection, even if they only drive analogue tachograph-equipped vehicles.
Centrefield entries
A driver is required to enter the following information on the centrefield of a tachograph chart that they are using to record their activities:
- surname and first name (the law does not stipulate which order the names are put in – but your employer may have a policy on this)
- the date and place (nearest town or city) where the use of the chart begins and ends. The year may be written in full or abbreviated – so both ‘2015’ and ‘15’ are acceptable - if the start and finish places are the same, both must be written on the chart – ditto marks are not acceptable
- the registration number(s) of vehicle(s) driven (which should be entered before departing on a new vehicle)
- the time at which any change of vehicle takes place
- the odometer readings:
- at the start of the first journey
- at the end of the last journey
- at the time of any change of vehicle, recording the readings from both vehicles
Note that the ‘total km’ field does not have to be completed.
It is not acceptable for written entries to extend outside the centrefield area if they might interfere with chart recordings. If, for example, the driver’s name or a place name is so long it must be abbreviated in order to avoid any possible interference with the recordings, the full name should be noted on the reverse of the chart.
Tachograph charts are required to provide space on their reverse side to record the additional information required in connection with changes of vehicles.
Manual entries
Drivers must produce a record of their whole daily working period. So when drivers are unable to operate the instrument, have not been allocated a vehicle, or are working away from the vehicle and have had to remove their tachograph chart, they must manually record their activities on the chart.
Manual entries may also be needed at other times – for example, if the tachograph develops a fault, or in the event of an emergency see ‘Unforeseen events’. Employers may also ask drivers to indicate on a chart where their duty (or rest) begins and ends, so that they can ensure that a full record has been submitted.
Most analogue charts have a specified place to make manual entries (usually on the reverse) however, manual entries can be made anywhere on the chart provided that they are clear and do not obliterate other recordings.
The following are examples of manual records.
This is an example of manual entries made on the rear of a tachograph chart of a driver who started their day at 06.00 with an hour’s work doing other duties away from their vehicle. They also finished their day with an hour of other work away from their vehicle and has indicated both the end and the start of a daily rest period. Their activities while with the vehicle are recorded by the instrument on the other side of the chart once it has been inserted.
This is an example of the manual entries made by a driver who changed vehicles at 12.00 in London and continued their duties before finishing in Bristol. All the details of their activities and their name are listed on the other side of the chart.
This is an example of the manual entries that could have been made by a driver who discovered a tachograph fault at 12.00. They use the preprinted matrix to indicate their activities for the remainder of their duty until 18.30. They have also noted the reason for them keeping a manual record. All other details are provided on the other side of the chart.
4.2. Digital tachographs
Digital tachographs work by storing digital data on the driver and vehicle in their own memory and separately on a driver’s smart card. Transport undertakings must periodically download this data from the digital tachograph (known as the Vehicle Unit or VU) every 90 days and from driver cards every 28 days and analyse the information to ensure that the rules have been complied with.
When driving a vehicle fitted with a digital tachograph on a journey that is not in scope of EU/AETR rules it is recommended, but not legally required, to select ‘out-of-scope’ in the tachograph. Details of how to do this will be contained in the user manual for the model of tachograph.
Driver cards and records
It is a legal requirement for a digital tachograph-equipped vehicle driven in scope of EU rules that the driver must use a driver card.
If the vehicle is used without a card being inserted, the system will not prevent the vehicle from being driven, but the VU will record the fact that the vehicle has been used without a card.
Drivers may only be in possession of one driver’s smart card, and must never use anyone else’s card or allow another driver to use their card.
Drivers must inform the DVLA if their card bears incorrect details, for example after a change of name.
When driving a vehicle that is equipped with a digital tachograph, drivers should:
- ensure that the instrument is calibrated by inspecting the calibration plaque or interrogating the instrument
- ensure that their driver card is inserted into the correct slot (driver in slot 1, second driver in slot 2 from the moment they take over the vehicle, and that it is ready for use, before the vehicle is moved
- record the country in which they begin and end their daily work period. This must always be carried out at the time of the start or end of the period, even if the card is not to be withdrawn or inserted (for example if the card is left in overnight)
- carry sufficient supplies of type-approved print roll on board the vehicle so that a printout can be produced at an enforcement officer’s request
- ensure that all duties conducted since the driver card was last removed from a tachograph are manually entered onto the card record, using the manual entry facility on the tachograph
- ensure that the tachograph is working properly
- ensure that through the daily working period the mode button is used correctly to record other work, periods of availability, and rest and breaks
- take reasonable steps to protect their card from dirt and damage
- use only their own personalised driver card to record driving and other activities they undertake
- ensure that the card is not removed from the tachograph during the working day unless otherwise authorised. The rules are not specific on who can authorise removal of the card, but cases where cards can be removed include a change of vehicle, or where another driver will be using the vehicle during a break or rest period
- on multi-manning operations ensure that their driver card is placed in the correct slot (slot 1 when they are acting as driver and slot 2 when co-driver on a double-manned journey) when they take over driving
- make their cards available for downloading by their employer
- be able to produce at the roadside:
- charts and any legally required manual records for the current day and the previous 28 calendar days
- the driver’s digital smart card if they hold one
- sign a hard copy of data when required to do so by a DVSA examiner or a police officer
Mode switch default: Depending on the preferences entered into the digital tachograph at the time of calibration the digital tachograph can default to recording either ‘rest’ for driver 1 and driver 2 or ‘other work’ for driver 1 and ‘availability’ for driver 2 when the vehicle stops. Drivers must use the mode switch correctly to ensure that rest and break periods are recorded correctly.
How to apply for driver cards
You can get application forms and assistance from the Driver and Vehicle Licensing Agency(DVLA) by calling 0300 790 6109. Forms are available to order online at www.dvla.gov.uk. DVLA will accept payment for up to 25 driver card applications on one company cheque.
In Northern Ireland, application forms are available from Driver and Vehicle Licensing Northern Ireland (DVLNI) (call 028 7034 1589) and test centres of the Driver and Vehicle Agency (DVA).
Lost, stolen or malfunctioning driver cards
Digital tachograph cards have passed all relevant International Organization for Standardization (ISO) qualified tests and security certification requirements. They are designed to work reliably and securely for their period of validity but, like all smart cards, can be damaged by abuse. Take care of your driver card – treat it as if it were a credit card and do not subject it to excessive force, bending or extremes of temperature.
Where it is impossible to use a driver card (e.g. where it has been lost, stolen or damaged or is malfunctioning) a driver may drive without the card for a maximum of 15 calendar days (or longer if this is necessary for the vehicle to be returned to its premises) provided that they produce 2 printouts – one at the start of the day and another at the end so long as there is no change of vehicle. Where there is a change of vehicle then a printout will need to be taken at the start and end of the use of vehicle 1 and then a printout at the start and end of vehicle 2 and so on. All printouts must be marked with:
- the driver’s name or driver card or licence number, so the driver can be identified
- any manual entries needed to show periods of other work, availability, and rest or break
- the driver’s signature
The driver must report the problem to DVLA and apply for a new card within seven calendar days.
UTC – the time set on a digital tachograph
The internal clock of a digital tachograph is set to Universal Time Co-ordinated (UTC). The time displayed on the clock face can be set by the driver either to local time or to UTC. However, all data will be recorded by the VU on the time set by the integral clock, which operates on UTC – this is the same as Greenwich Mean Time (GMT). You will need to remember that UTC is one hour behind British Summer Time (BST). So, between 01.00 on the last Sunday in March and 01.00 on the last Sunday in October drivers must account for the difference when manually inputting activity details in the digital tachograph.
For example, if drivers carried out other work for two hours between 06.00 and 08.00 in June before taking over the vehicle, they must enter this as between 05.00 and 07.00 in UTC time. As mentioned above, it is possible for drivers to set the display time on the VU to local BST, but this will not prevent the VU recording in UTC. Therefore, it is recommended that drivers leave the display time in UTC as a reminder of the difference.
Manual records
Lhf antique shop font free download. A digital tachograph offers the ability for a driver to enter activities carried out by them away from their vehicle. This is by means of the manual input facility offered by the instrument.There is however no requirement to make a manual record on a driver card where all the activity has already been captured on an analogue record sheet.
Analogue tachographs do not have a manual input facility so a manual record must be made on the reverse of the record sheet detailing the type of activity and the times started and finished. further details are given in the section relating to analogue tachographs under the heading of ‘manual records’.
The only time a manual record or entry is legally required is when:
| Reason | Action |
|---|---|
| Activity takes place away from the vehicle and is not possible to use the recording equipment. | Manual record to be kept on analogue record sheet, on printout paper or by manual input on a digital tachograph where possible. |
| The equipment or card malfunctions. | Manual record must be kept on an analogue record sheet or on printout paper. |
| The rules are breached due to an unforeseen event (see page 19). | Record reasons on a printout or the reverse of a portion of print roll, at the latest on arrival at the suitable stopping place. |
| A record needs to be corrected because the incorrect mode has been recorded | Amend record, including the reason, on a printout or the reverse of a portion of print roll as soon as possible. |
Manual records must be kept and produced in the same way as any other record which has been produced using recording equipment.
4.3 Common rules
Operation of the mode switch or button
Drivers must ensure that the mode switch on an analogue tachograph or the mode button on a digital tachograph is correctly set to record their activities.
| Symbol | Explanatory note |
|---|---|
| Driving symbol | This is automatically recorded on most tachographs. |
| Other work | Covers all activities defined as work other than driving in scope of EU/ AETR rules. Includes any work for the same or another employer, within or outside the transport sector |
| Availability | Covers periods of waiting time, the duration of which is known about in advance. Examples of what might count as a period of availability (POA) are accompanying a vehicle on a ferry crossing or waiting while other workers load/unload your vehicle. For mobile workers driving in a team, a POA would also include time spent sitting next to the driver while the vehicle is in motion (unless taking a break or performing other work, ie navigation) |
| Break or rest | Covers breaks in work and daily or weekly rest periods. Drivers may not carry out any driving or any other work. Break periods are to be used exclusively for recuperation. During a rest period a driver must be able to dispose freely of their time. |
If for any reason the tachograph does not make an accurate record of activities (eg if the driver inadvertently makes an incorrect manual entry in a digital tachograph, or fails to correctly operate the mode button or switch), it is strongly recommended that the driver makes a manual tachograph record to this effect. For digital equipment, the driver should make and sign a printout for the relevant period with a note giving details of the error and reason at the time the error is made. For analogue equipment, the record should be made at the back of the chart.
Multi-manning – second driver record
Some analogue equipment and all digital tachographs will automatically record all time spent as a second driver when the vehicle is in motion as a period of availability and do not allow the mode to be changed to either ‘break’ or ‘other work’. Provided the second driver is not required to carry out any work during this time, enforcement authorities will accept the first 45 minutes of this time as a break from driving. Any periods of other work, however, must be manually recorded on a printout or chart by the driver.
Travelling time
In cases where a vehicle that comes within the scope of EU rules is at a separate location that is neither the driver’s home nor the employer’s operational centre where the driver is normally based, but is at a separate location, the time the driver spends travelling to or from that location to take charge of that vehicle, regardless of the mode of transport, cannot be counted as a rest or break, unless the driver is in a ferry or train and has access to a bunk or couchette. Even if the driver is not paid or makes the decision themselves to travel to or from home/ base the travel time cannot be counted as rest or break. Travelling time must therefore be recorded as “other work” or “availability” in accordance with the above descriptions.
Mixed records – analogue and digital equipment
It is possible that a driver may, during the course of a day, drive two or more vehicles where both types of recording equipment are used. Drivers in such a situation must use a driver card to record while driving a vehicle with a digital tachograph and tachograph charts when driving a vehicle equipped with an analogue device. Time away from the vehicle may be recorded on either recording equipment, but there is no need to record it on both.
Note: A driver who is not in possession of a driver card cannot drive a vehicle equipped with a digital tachograph.
Recording other work
During a week in which in-scope driving has taken place, any previous work ( including out-of scope driving) since the last daily or weekly rest period ( taken in accordance with either the EU drivers’ hours or working time rules), would have to be recorded as ‘other work’ on a tachograph chart, printout or manual entry using the manual input facility of a digital tachograph chart, or a legally required GB domestic record on a log book.
‘Other work’ means all activities which are defined as working time in Article 3(a) of Directive 2002/15/EC except ‘driving’, including any work for the same or another employer, within or outside of the transport sector.
The record must be either:
- written manually on a chart
- written manually on a printout from a digital tachograph
- made by using the manual input facility of a digital tachograph or
- for days where a driver has been subject to the domestic drivers’ hours rules and a record is legally required see Record keeping, recorded in a domestic log book
Information to operators
A driver who is at the disposal of more than one transport undertaking must provide each undertaking with sufficient information to allow them to make sure the rules are being met.
Rest and other days off
The period of time unaccounted for between successive charts produced by a driver should normally be regarded as (unless there is evidence to the contrary) a rest period when drivers are able to dispose freely of their time. In the UK, drivers are not expected to account for this period, unless enforcement authorities have reason to believe that they were working. There is no legal requirement to produce an attestation letter but we are currently unaware how other EU Member States view this issue and some may currently require letters of attestation. We would therefore recommend, until the position becomes clear, that drivers carry letters of attestation from the employer for drivers travelling through other countries to cover any sick leave, annual leave and time spent driving a vehicle which is not in scope of EU/ AETR rules during the preceding 28 days.
An EU approved attestation form can be downloaded from:
4.4 Responsibilities of operators
Operators of transport undertakings have legal responsibilities and liabilities for their own compliance with the regulations and that of the drivers under their control. Transport undertakings must:
- ensure that tachographs have been calibrated, inspected and re-calibrated in line with the rules
- supply sufficient quantity of type-approved charts and print roll to drivers
- ensure the return of used tachograph charts from drivers. Note that this responsibility continues after a driver has left employment until all charts are returned
- ensure drivers are properly trained and instructed on the rules relating to drivers’ hours and the correct functioning and use of tachograph recording equipment
- properly schedule work so the rules are met
- not make payments to drivers related to distances travelled and/or the amount of goods carried if that would encourage breaches of the rules
Download data from the vehicle unit
You must download data from the vehicle unit:
- at least every 90 calendar days
- immediately before transferring control of the use of the vehicle to another person (for example, when the vehicle is sold or un-hired)
- without delay upon permanently removing the unit from service in the vehicle
- without delay upon becoming aware that the unit is malfunctioning, if it is possible to download data
- without delay in any circumstances where it is reasonably foreseeable that data will be erased imminently
- in any case as often as necessary to ensure that no data is lost (the Vehicle Unit holds 365 days’ worth of average data, after which the memory is full and the oldest data is overwritten and lost)
Download data from driver cards
You must download data from driver cards:
- at least every 28 calendar days
- immediately before the driver ceases to be employed by the undertaking (remember that this also applies to agency drivers)
- without delay upon being aware that the card has been damaged or is malfunctioning, if it is possible to download data
- without delay in any circumstances where it is reasonably foreseeable that data will be erased imminently
- where it is only possible to download the card via a vehicle unit (for example, if the card is stuck), immediately before ceasing control of the use of the vehicle
- in any case as often as necessary to ensure that no data is lost (the driver card holds 28 days of average data, after which the memory is full and the oldest data is overwritten and lost. An average day is deemed to be 93 activity changes. In certain operations where more than 93 activity changes are recorded in a day, a driver card may hold less than 28 days of data)
Provide copies
Provide copies of charts and digital data to drivers if requested to do so.
Regular checks
Make regular checks of charts and digital data to ensure compliance.
Produce records
Be able to produce records to enforcement officers for 12 months.
Breaches of rules
Take all reasonable steps to prevent breaches of the rules.
Tachograph calibration and inspection
All tachographs used for recording drivers’ hours, whether analogue or digital, must be properly installed, calibrated and sealed. This task must be performed either by a vehicle manufacturer or an approved tachograph calibration centre (call DVSA on 0300 123 9000 to find your nearest approved tachograph centre). An installation plaque must be fixed to or near the tachograph. Tachograph calibration centres will issue a certificate showing details of any inspection conducted.
Analogue tachographs must be inspected every 2 years and recalibrated every 6 years.Digital tachographs must be recalibrated:
- every 2 years
- after any repair
- if the vehicle registration number changes
- if UTC is out by more than 20 minutes
- after an alteration to the circumference of the tyres or characteristic coefficient
Inspection and recalibration dates are shown on the plaque and updated by calibration centres. Operators must ensure that these tachograph requirements are complied with before a new or used vehicle goes into service.
Breakdown of equipment
EU legislation requires that in the event of a breakdown or faulty operation of the equipment, it must be repaired as soon as possible. If the vehicle is unable to return to its base within a week the repair must be carried out en route.
GB legislation also provides that a driver or operator will not be liable to be convicted if they can prove to a court that the vehicle was on its way to a place where the recording equipment could be repaired, or that it was not immediately practicable for the equipment to be repaired and the driver was keeping a manual record. Additionally, they will not be liable where a seal is broken and the breaking of the seal was unavoidable and it could not be immediately repaired, providing that all other aspects of the EU rules were being complied with.
For faults and breakdowns involving digital tachographs, operators should ask the repair centre to download any data held on the unit. If this is not possible the centre should issue the operator with a ‘certificate of undownloadability’, which must be kept for at least 12 months.
International journeys: Although this is the position under EU rules, it is not advisable to start or continue an international journey with a defective tachograph, even if manual records are kept. This is because many countries will not permit entry by such vehicles, since their own domestic laws require a fully functioning system.
Digital tachographs – company cards
Company cards are issued by DVLA in the company name. Company cards do not primarily hold data but act as an electronic key to protect and access data from the digital tachograph. A company can hold up to 2,232 cards, which will have identical card numbers but different issue numbers at the end of the card number that enable operators to tell them apart.
Company cards are needed to download data from the VU – they can be placed in either driver card slot. Company cards are not needed in order to access information from a driver card where it is being downloaded separately from the VU.
Operators may also use the company card to lock in (in other words, protect) their drivers’ details. Once an operator has locked in, all subsequent data is protected and the full details may only be downloaded by inserting the same numbered company card. Locking in is especially recommended since failure to do so could lead to an operator being unable to download its data if the data held in the VU has been protected by a previous operator linking in with its card.
What Does Driver Error Mean
The cards can be used to lock out when they have finished with a vehicle – for example, if it has been sold or if operators have used a hired vehicle. This will signify the end of their interest in the vehicle and its operations, although failing to do this will not prevent another company protecting its own data by locking in, as locking in will automatically lock out the previous protection.
Operators who use hired vehicles may need to train their drivers, and equip them with the means, to download VU data from vehicles at the point of un-hire where this occurs away from base.
Operators can apply for company cards by calling the DVLA at 0300 790 6109 to obtain an application form (form ST2A).
In Northern Ireland, application forms are available from DVA by:
- calling the Driver and Vehicle Licensing Enquiry Section on 0845 402 4000
- emailing dvlni@doeni.gov.uk
- visiting http://www.nidirect.gov.uk/digital-tachograph-driver-cards