Managing the downloading of tachograph data and submitting it for analysis can be very time consuming and if your vehicles are remote to your offices then it can also mean costly re-routing of vehicles to allow for the download.
The DVSA (Driver & Vehicle Standards Agency) requires that vehicle tachograph data is downloaded every 90 days and that the driver tachograph data is downloaded every 28 days and submitted for analysis to ensure that rules have been complied with.
TrackitNow have developed a completely automated solution that links to VDO & Stoneridge tachograph units and enables both the vehicle and driver data to be automatically downloaded over the air and submitted for analysis without the need for manual processes or re-routing of vehicles.
The solution has been developed to allow fleet administrators to set up automatic downloads, therefore safeguarding the companies DVSA compliance, saving time and money. All files are downloaded directly via the scheduled Trackitnow Advance tracker to our secure UK based servers.
The benefits are:
Make DVSA compliance simpler
- Scheduled downloads
- Driver and Vehicle data collected
- Automatically submits data for analysis
All in one solution
- Only one monthly charge for tracking and remote download of data.
- No need for an extra SIM card or additional hardware
- Our system can be enabled to remotely download tachograph data
- Automatic Analysis service available
- Company card hosting available
- Eliminate the need for staff to collect and download vehicle data physically
- No infrastructure costs
- All files are downloaded to our secure private cloud servers
- Support all UK & EU file formats
- Company card never leaves the company’s office
- Remote authentication of the company card
- Login from anywhere
- All data is downloaded over the air directly to our secure servers
- No need to route vehicles back to offices to download tachograph data
Fleet operators must be allowed to download digital tachograph data from driver cards whenever it is requested, but must download the data from driver cards at least every 28 calendar days and from vehicle units at least every 90 calendar days.
Fleet operators are obliged to retain both digital and analogue tachograph records for a period of at least one year where used for compliance with European Drivers’ Hours and Tachograph Regulations, rising to two years for Working Time Directive compliance.
Why do tachograph records need to be retained for that length of time?
Both drivers and employers are under a legal obligation to retain tachograph records. These must provide an accurate reflection of activity on the job, including hours driven, breaks and rest periods, distance travelled and speed – for a certain period of time. This is so that the relevant authorities (in particular, DVSA) have a reliable and detailed record, over a reasonable period of time, of the fleet operator’s compliance with regulations regarding drivers’ hours as well as drivers’ conduct behind the wheel.
It is worth noting that fleet operators are also prohibited from allowing drivers to simply schedule their own work – this is the responsibility of theoperator itself. The authorities should then be able to deduce from tachograph records whether the systems in place for scheduling work and training drivers are adequate to their respective tasks (and legally compliant). In order to do so, the DVLA needs to be able to access tachograph records which will provide a longer-term perspective.
What are the implications of not retaining tachograph records for that period of time?
Drivers and fleet operators who fail to retain tachograph records for the time stipulated by law can be subject to a range of sanctions and penalties.Tachograph-related offences include failure to install a tachograph, failure to observe time accurately, failure to keep tachograph records and falsifying records. The maximum punishment for falsifying tachograph records is two years’ imprisonment. Failure to install tachographs, and to fail to make, keep or hand over tachograph records upon request, can result in a fine of £5,000.
However, the most minor infringements can be dealt with by a simple verbal warning, including a clarification of the infringement and an explanation of the future consequences in the event of repeat offences. Other incidents may result in the issuing of an offence rectification notice, which gives the parties concerned 21 days to rectify the shortcoming.
Some tachograph infringements may result in a prohibition. As the name suggests, this means that driving of a particular vehicle is prohibited for a particular period. The DVLA stresses that this is not technically a sanction, but is rather a method of removing an immediate threat to road safety. Vehicles affected may also be immobilised to prevent their use while subject to a prohibition. Prohibitions may be issued for specified or unspecified periods. Where a prohibition has been issued, the matter will also be considered for prosecution.
Drivers may also be issued with fixed penalties for tachograph breaches, to which they have 28 days to respond. There is a sliding scale of fixed penalties depending on the seriousness of the offence. Where this is considered to be in the public interest, the most serious infringements can result in the prosecution of drivers, fleet operators, other parties or all of them together. In addition, drivers and operators can be referred to the Traffic Commissioner for consideration of whether further action should be taken with respect to their licences.
How can tachograph record keeping be made easier?
Tachograph and driver hours record keeping and the associated compliance issues have been greatly simplified by technology in recent years.
Previously, this could all be something of a minefield for both fleet operators and drivers alike. However, modern digital tachograph systems have made it dramatically easier to obtain tachograph data, including remote downloading and real-time monitoring of driver status. Scheduled reporting, meanwhile, ensures that this data is automatically sent directly to managers, which again helps to simplify the process, saving effort and valuable time.
In addition, the easy availability of accurate real-time driver working hour’s information makes it much simpler to keep track of workforce availability and allocate drivers to particular jobs while staying safely within the boundaries of the Working Time Directive.
* Disclaimer – the information offered in this document is a representation of driver hours laws at the time of publishing, you should seek independent advice or reference the governments website https://www.gov.uk/tachographs prior to implementing any processes.