Digital tachograph – what is it and how does it work?

The digital tachograph has become an integral part of the modern transport industry. But what exactly is it, how does it work and why is it so important for transport companies and drivers?

In this article, we will look at all aspects of digital tachographs. We will also mention their analogue predecessors, which are commonly used in heavy goods vehicles.

What is a digital tachograph?

A digital tachograph is a device that records the driver’s working time, vehicle speed and other relevant data, such as the distance travelled. It stores this information on an internal disk and an external memory card.

Its main purpose is to monitor compliance with regulations on drivers’ working hours to ensure road safety by preventing excessive fatigue that could lead to accidents.

History, or analogue tachographs

The first tachographs to appear on the market were analogue and recorded data on paper discs. Over time, in response to growing needs and technological developments, digital tachographs replaced the older models.

Today, digital tachographs are standard in most trucks and buses in the European Union.

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How does a digital tachograph work?

A digital tachograph works by recording data in real time. The device records information about driving time, rest periods, speed and other parameters.

The data is stored on the driver card and in the internal memory of the digital tachograph. If necessary, e.g. during a roadside check, it can be read and analysed by the relevant authorities.

Components of a digital tachograph

A digital tachograph consists of several key components that work together to ensure accurate data recording. These are:

• The main unit, installed in the vehicle, which has a display and a printer.
• A driver card, which stores driver data, such as working and rest times during each journey, and the countries and routes travelled.
• Company card, which allows the company to read and manage data.

Data recording method

Data recording in a digital tachograph is automatic. The device monitors the driver’s activity and vehicle data, recording information about driving time, rest periods, speed and distance travelled.

The data is stored on the driver card, which must be inserted into the device during each journey. It is best to check that it has been inserted correctly into the reader before starting the vehicle.

Importantly, the driver does not have to leave the card in the tachograph during daily or weekly rest periods. Data from this period can be entered manually after the card is reinserted into the tachograph.

Why is a digital tachograph important?

The importance of a digital tachograph cannot be overestimated, especially in the context of road safety and compliance with regulations on drivers’ working hours.

Tachographs make it possible to check whether drivers are working too long without adequate breaks, which translates into a lower risk of accidents.

Road safety

A tired driver is a dangerous driver. A digital tachograph allows you to monitor drivers’ working hours, preventing situations where they are too tired to drive safely.

The use of digital tachographs is therefore crucial in the work of road transport operators and aims to ensure road safety – both for vehicle drivers and other road users. This is also influenced by their ability to detect events such as speeding by the vehicle being driven.

Monitoring working time

The digital tachograph is an indispensable tool for monitoring drivers’ working time. Transport companies can check on an ongoing basis how many hours their employees have spent behind the wheel, whether they have complied with mandatory breaks and how long a route they have travelled.

Analogue and digital tachographs – differences

With technological advances, a digital, intelligent tachograph with more advanced features than those offered by the analogue version has been introduced to the market. Although analogue tachographs can still be found in some older vehicles, digital tachographs offer a number of advantages that make them a more practical choice.

Data accuracy

One of the biggest differences between digital and analogue tachographs is the accuracy of the data recorded. Digital tachographs record information in a more detailed and accurate manner. Most importantly, digital data is more difficult to falsify. This allows for better control and analysis of driver performance data.

Operation and data reading

Reading data from a digital tachograph is much simpler and more intuitive than with the analogue version. All you need is a driver or company card to quickly access all the recorded information. The same applies to control cards used during roadside checks.

How to use a digital tachograph?

Using a digital tachograph may seem complicated, but in practice it is a fairly simple process. All the driver has to do is insert their card into the device regularly and the tachograph will record all the necessary data itself.

Manual data entry (known as manual entry) is necessary when recording breaks or periods of availability, but only if the driver’s card was not inserted in the device.

Driver and company cards

A driver card is an essential element in working with a digital tachograph. It records all information about working and rest times. In addition, companies use company cards to manage and archive data.

What to do in the event of a tachograph failure?

In the event of a digital tachograph failure, it is essential to act quickly and in accordance with the applicable regulations. The driver is obliged to report the fault to their employer immediately. If the tachograph stops working while on the road, the driver may only continue driving if they take immediate steps to have it repaired.

The tachograph must be repaired at an authorised workshop or by an approved specialist – DIY repairs are prohibited. If it is not possible to repair it immediately, the driver should manually record (on tachograph paper) the working time, rest periods and other required data until the device is repaired or replaced.

The regulations require that the repair be carried out within 7 days of the fault being detected. If the journey currently being made is expected to take longer, the vehicle must either be returned to base for repair or replacement of the tachograph, or repaired en route.

Obligations arising from the possession of a digital tachograph

Using a digital tachograph is not only a convenience for monitoring working time, but also a responsibility. The regulations clearly define the obligations of both drivers and transport companies.

Data storage

Data from the digital tachograph must be stored for a specified period of time, usually at least 12 months. Transport companies are required to regularly download data from driver cards (at least once every 28 days) and devices (at least once every 90 days) and archive it. Not only is information about working time stored, but also vehicle data such as distance travelled and speed.

Drivers are required to store data on their cards for 28 days. In turn, the companies they work for must ensure that data is archived securely to prevent loss or tampering. Compliance with these rules is essential to avoid penalties and fines during roadside checks.

Penalties for non-compliance

Failure to comply with tachograph regulations can lead to serious legal consequences, including heavy financial penalties of up to £30,000 during an inspection at the company’s premises or £15,000 during a roadside check.

Transport companies that fail to ensure regular reading and archiving of data may face severe consequences.

Summary

A tachograph is not only a modern tool for monitoring drivers’ working time, but also a key element in ensuring road safety. Its use has numerous benefits for both drivers and transport companies.

However, it is important to remember the responsibility associated with data storage and the regulations governing the use of this device.

Frequently asked questions (FAQ)

Is the tachograph difficult to use?

Using a digital tachograph may seem complicated at first, but it becomes intuitive with time. All you need to do is insert the driver card into the device regularly, and the rest is done automatically.

In addition, most modern tachographs are equipped with simple menus and clear messages that make it much easier to operate a digital tachograph.

Who needs a tachograph?

A tachograph must be installed in heavy goods vehicles (or vehicle combinations, e.g. a delivery van + trailer) with a maximum permissible weight of over 3.5 tonnes that are used for the carriage of goods by road, and in buses carrying more than 9 people (including the driver).

This obligation applies to both commercial carriers and certain transport companies operating for their own account.

Does every heavy goods vehicle have to be equipped with a digital tachograph?

Yes, in accordance with European Union regulations, all heavy goods vehicles over 3.5 tonnes and buses carrying at least 9 people (including the driver) must be equipped with a digital tachograph.

Heavy goods vehicles with a maximum permissible weight not exceeding 7.5 tonnes used for non-commercial transport of goods (e.g. for transporting materials for building a house using your own vehicle), roadside assistance vehicles (max. 100 km from their base), e.g. a tow truck transporting another vehicle, and emergency and medical vehicles.

The exemption also applies to vehicles used for private tourist purposes exceeding a maximum permissible weight of 3.5 tonnes, such as cars towing caravans or motorhomes (with a maximum permissible weight of up to 7.5 tonnes), buses transporting passengers up to a distance of 50 km (on fixed routes) and vehicles with a maximum speed of 40 km/h.

How long must tachograph data be stored?

Data must be stored for at least 12 months – both data downloaded from driver cards and from the tachograph memory.