Tachograph Analysis

Tachograph Analysis is the method to measure and monitor how your drivers are performing in their day-to-day driving and work duties.

Tachograph analysis provides the transport manager, or compliance officer (Restricted Licence holders) with detailed reports, highlighting areas for attention. By recording speed and distance, the tachograph provides an accurate picture of what a driver has been doing, even whether or not they have broken the law.

Every fleet operator must ensure they have the means to analyse driver data from both the tachograph vehicle unit (VU) and the Driver Card and to manage all downloaded data correctly.

Responsibilities of Tachograph Operators

The following information relates to Operator responsibilities in connection with recording equipment (tachographs). Failure to adhere to the requirements of these responsibilities can lead to the suspension, curtailment or even revocation of your company operator license.

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

Operators must download data from the vehicle unit:

• A period no longer than 90 calendar days. However, we recommend downloading the VU every 30 days.
• Immediately before transferring control of the use of the vehicle to another person (for example, when the vehicle is sold or off-hired).
• Immediately upon permanently removing the unit from service in the vehicle.
• When you are aware that the VU is malfunctioning, assuming it is possible to do so.

A record of a download schedule should be maintained to ensure data is not lost.

Download data from driver cards

You must download data from driver cards:

• At a period of no more than 28, calendar days. However, we recommend that a driver’s card is downloaded weekly.
• Immediately before the driver ceases to be employed by the undertaking, (remember that this also applies to agency drivers).
• Upon being made aware that the card has been damaged or is malfunctioning, assuming it is possible to download the data.
• In any circumstances where it is reasonably foreseeable that data will be erased imminently.

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 a minimum of 12 months. The traffic commissioners requires tachograph data records to be available for 15 months; 2 years if using the data to record working time records.

Breaches of rules

Take all reasonable steps to prevent breaches of the rules.

Source – DVSA