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How to keep tachograph records the right way

Everything you need to know about keeping tachograph records

One of the questions that I’m asked nearly every day is “What records do I have to keep to remain compliant with the tachogaph regulations?” .

Both Drivers and operators have to keep a paper trail in order to remain compliant. I have listed some of the drivers responsibilities below and split these into Analogue and Digital Tachographs.

Analogue Tachograph Records

  • Make sure the time is set to the official time of the country in which the vehicle is registered.
  •  Inform the operator if the tachograph is faulty of you are unsure of how to use it correctly.
  •  Check the seals and inspection dates to make sure the tachograph does not need a recalibration or inspection.
  •  Make sure you have a chart which is compatible with that specific tachograph unit.
  •  Ensure that you always use the correct mode switch during your shift.
  •  Complete all centrefield details on every chart (The Total KM field is not a legal requirement however it is good practice)
  •  Always make written manual entries when working away from the vehicle or if you have had to break the rules due to an emergency.
  •  Always record the registration, odometer reading and time of changeover whenever you change vehicle during a shift.
  •  Make sure you always have the last 28 days worth of records on your person (this means all charts, your digital driver card and any manual entries and holiday records)
  • Finally you must return the charts which you are no longer required to keep, to the Operator License holder as soon as possible. It is mandatory that these charts are in the possession of the O License holder within 42 days. (Note: Operators must keep these charts for a minimum of 12 months. If used for working time directive records they must be kept for 24 months).

 

 Digital Tachograph Records

 

  • Check that the tachograph unit does not need a recalibration (this can be found on a sticker inside the drivers door)
  • You must inform the operator if you think the tachograph is faulty or you are unsure of how to use it correctly.
  • Make sure there are enough printer rolls in the vehicle (there must be one in the tachograph head and one spare in the cab.
  • When first inserting the drivers card you must complete any manual entries in UTC (Note: This is not always local Time)
  • You must also set the start location as prompted.
  •  Make sure the correct mode is chosen throughout the shift. (This is done automatically when the vehicle begins to move or when it is stationary for over 2 minutes so really all you need to remember it to set it to break mode)
  •  Make a printout and provide written manual entries when it is impossible to use the card, if you have had to break the rules due to an emergency or if an enforcement officer requests it. (You may also be asked to sign that it is a true record)
  •  Make sure you always have the last 28 days worth of records on your person (this means all charts, your digital driver card and any manual entries and holiday records)
  •  Finally you must allow the operator to download the data from your card when requested. This should be done at least every 28 days by law.

This covers every thing related to the tachograph records you need to keep however as a driver you must also carry certain items all the time which I have covered in this blog post – What do HGV and PSV drivers need to carry at all times

 

I hope this was useful and if you have any questions please feel free to get in touch by calling (0191) 4915032 of sending an email via the contact form.