Driver Record Keeping

Question 1

Identify FIVE items that you would enter onto a tachograph centrefield at the start of duty.

Answer 1

Surname and first name; place where the record commences; date when the record commences; vehicle registration
number; opening odometer reading

Question 2

Identify FOUR items that you would enter onto a tachograph centrefield at the end of duty.

Answer 2

Place where the record ends; date when the record ends; closing odometer reading; kms covered on the record

Question 3

How would you check the tachograph chart and instrument are compatible?

Answer 3

Establish both the country of manufacture and design and model number from the tachograph instrument; check for
the presence of the information on the reverse of the chart

Question 4

Whilst on an international journey the driver of a large goods vehicle passes from one international
time zone into another zone one hour ahead. What action should the driver take in respect of the
time shown on the analogue tachograph clock?

Answer 4

Do nothing – it should remain on British time

Question 5

In the event of a tachograph breaking down en-route, how long does the driver have before it must
be repaired, assuming the vehicle does not return to base first?

Answer 5

7 days

Question 6

Under EU regulations a driver must return completed tachograph charts to the operator within how
many days?

Answer 6

42 days

Question 7

What frequency does an analogue and a digital tachograph need to be inspected and re-calibrated.

Answer 7

Analogue – inspection at 2 years, calibration at 6 years

Digital – inspection/calibration every 2 years

Question 8

Name 4 items of information which must appear in the centrefield of a tachograph chart, excluding
the driver’s name and start/finish locations?

Answer 8

Start date of record; end date of record; registration number; opening odometer reading; closing odometer reading

Question 9

What tachograph records must a driver be able to produce for enforcement staff at a roadside
check?

Answer 9

Current day plus previous 28 calendar days

Question 10

What actions must a driver take if he/she damages a tachograph chart?

Answer 10

What actions must a driver take if he/she damages a tachograph chart?
Replace the damaged chart and then keep both records

Question 11

What is the maximum permitted interval at which the drivers’ cards must be downloaded?

Answer 11

Driver card – maximum of 28 days between downloads

Question 12

What is the maximum permitted interval at which the vehicle unit
must be downloaded?

Answer 12

Vehicle unit – maximum of 90 days between downloads

Question 13

The AETR Agreement is concerned with what aspect of international road haulage?

Answer 13

Drivers’ hours – for trips to countries outside of the EU

Question 14

When would an operator wish to ‘lock-in and lock-out’ data on the vehicle’s digital tachograph?

Answer 14

When selling a vehicle – when hiring a vehicle – when allowing another operator to use a vehicle – when the vehicle goes to outside workshop for maintenance

Question 15

You are a driver for a UK-based international haulage operator and you vehicle’s digital tachograph
has malfunctioned. In addition, you have just noticed that your tachograph card is due for renewal
in the near future. You are currently delivering goods in Slovakia and are not due back to base for
another 9 days.
In relation to the digital tachograph malfunction, describe TWO of the actions you must take.?

Answer 15

Driver should have the tachograph repaired en route as he/she is not returning to base for over 7 days. Driver must keep manual records
State the time limit in relation to applying to renew your digital tachograph card.
The driver should apply to DVLA for renewal of the driver card at least 15 days prior to expiry of the existing card

Question 16

What are authorised examiners entitled to do ?

Answer 16

To enter any vehicle to inspect the recording equipment at any time.
•
To enter any premises for the above purpose at any time.
•
To require records to be produced at a traffic area office within 10 days.
•
To detain a vehicle for inspection.
•
To seize suspected false records for up to 6 months.

Question 17

What are the penaltys for offences ?

Answer 17

Less serious offences are dealt with through graduated fixed penalty notice fines imposed by enforcement
officers at roadside checks. These penalties can be issued for current offences (those that occurred on the
day of the check) or ‘historical offences’ that have occurred within the previous 28 days and are evidenced
by the tachograph records retained by the driver.
Where prosecutions are called for, regulations provide for a range of penalties, from level 4 fines for failure
to fit or use a, to an unlimited fine, or imprisonment for up to two years, where falsification in an attempt to
deceive has taken place.
The employer’s operator licence and the driver’s vocational driving licence will be put at risk by any failure
to comply with the rules, and enforcement action can be taken against drivers and operators for offences
detected in other countries.

Question 18

What tachogragh records are mandatory ?

Answer 18

In simple terms, all goods vehicles and combinations of goods vehicles that exceed a threshold weight of
3,500kgs come into scope of EU drivers’ hours rules (EU561/2006) and rules on recording those hours (EU
164/2014). Unless able to claim an exemption from these rules, their drivers
are required to keep records
using a tachograph instrument

Question 19

What are the rules with rule keeping under ‘‘eu regulation 165/2014 record keeping rules’’

Answer 19

Under the EU record keeping rules, drivers are required to use a
tachograph
to record their activities.
A tachograph is a device fitted to a vehicle that automatically records its speed and distance, together with
the driver’s activity. This activity is selected from a choice of modes.
Tachographs fall broadly under 2 types:
•
Analogue – These tachographs were fitted in goods vehicles, since the inception of the rules requiring
them, until April 2006. The analogue tachograph head uses styli to trace lines on a wax coated paper disc,
known as a chart. The chart rotates throughout the day, where one rotation covers a 24-hour period.
•
Digital – These tachographs where fitted on all newly registered goods vehicles from May 2006. They
work with a smart card to store data in a digital format. Driver smart cards are specific to the user and
allow for several days data to be stored upon them. In addition to this, the tachograph (Vehicle Unit)
has an internal mass memory that records the vehicle’s activity.

Question 20

What responsilbities does the employer have in regards to tachogragh units digital and analogue ?

Answer 20

The employer must:
•
Ensure that the installation/calibration is up to date and that the tachograph is operating correctly.
•
Set the clock on the analogue tachographs to the country of registration.
•
Ensure that the drivers understand the tachograph rules.
•
Ensure the driver knows how to use the tachograph.
•
Issue each driver with sufficient charts or digital print roll of an approved type for the tachograph.
•
Organise drivers’ work in such a way that it can be completed legally.
•
Ensure that drivers
return charts and digital print outs within 42 days of use.
•
Ensure that the data recorded on the driver’s smart card is downloaded
at least every 28
calendar days.
•
Ensure that the data recorded in the vehicle unit (vu) is downloaded
at least every 90 calendar days.
•
Retain all tachograph data and records for at least 12 months
from date of use.
•
Give copies of charts or digital data to any driver who requests them.
•
Make periodic checks of tachograph data for compliance with the rules.
•
If breaches of the rules are found, take appropriate steps to prevent their repetition.

Question 21

What responsilbities does the Driver have in regards to tachogragh units digital and analogue ?

Answer 21

Complete the chart centre field accurately.
•
Use the mode switch correctly.
•
Keep a full record of duty.
•
Produce the original charts and digital print outs for the
current day and last 28 calendar days
if
requested by enforcement authorities.
•
If issued, carry their driver smart card whilst driving.
Further information on driver smart cards is
provided later in this module.
•
Return used charts and digital print outs to the employer within 42 days.

Question 22

What should you do if the tachogragh machine malfunctions

Answer 22

Both the operator and the driver have a responsibility to check the tachograph is working correctly before
use. In the event of the tachograph breakdown or faulty operation, the employer must have it repaired by a
DVSA approved fitter or workshop as soon as possible. If the vehicle is unable to return to base within 7 days
of the breakdown it must be repaired whilst away.

Should a tachograph breakdown whilst on operations, a driver can make use of the back of an
analogue chart or digital print roll to make written records. The record should keep an approximate
indication of the drivers’ activities and the durations. These written records then become a legal
document that the driver should carry alongside their other tachograph records, and which the
operator should then store accordingly.

Question 23

What periodic check for compliance should the employer check ?

Answer 23

The rules require the employer to make periodic checks on driver’s records to ensure compliance with the
rules and that the vehicle speed limiter is working correctly.
The rules do not specify the frequency or the way that the checks should occur. However, whatever analysis
method is used, any problems must be dealt with to ensure that they do not happen again.
As a minimum, any analysis method must be able to produce an interpretation of the driver and vehicle
activities and check for:
•
Compliance with the EC Regulation 561/2006.
•
Identify vehicle movements that has not been recorded by the tachograph. This is known as
missing mileage.
•
Missing activities from a driver shift.
•
Any speeds exceeding the vehicle’s speed limiter.

Question 24

When should a tachogragh be recalobrated ?

Answer 24

Every two years an inspection must be carried out.
A DfT approved tachograph centre must check
that the analogue tachograph is working correctly.
•
Every six years a recalibration must be carried out.
A DfT approved tachograph centre must check
that the tachograph is working with in set tolerances. Operators should ensure that a new plaque is
fitted after recalibration.

Question 25

What are the digital tachogragh requirements ?

Answer 25

Digital tachographs became a legal requirement in the EU on 1 May 2006. Vehicles first used after this date
must be fitted with the digital tachograph system. There is no requirement to retro fit older vehicles fitted
with an analogue tachograph.
Installation and initial calibration
The first calibration of a digital tachograph must occur before the vehicle can be used. This will be completed
by a DfT approved centre. During the initial calibration the
Vehicle Registration Number
(VRN) will be
recorded digitally on the tachographs internal memory. This must take place within either two weeks of the
installation or VRN allocation, whichever is the latter.
After installation, an installation plaque must be placed in the cab of the vehicle.
Recalibration
Digital tachographs are required under the regulations to be periodically inspected and recalibrated. These
must take place after:
•
Any repair to the equipment.
•
Any changes to the relevant factors.
•
When
Universal Time Co-Ordinated
(UTC) in the equipment is
wrong by more than 20 minutes
.
•
When the VRN has changed.
•
At least once
within two years
of the last inspection.

Question 26

When must the operator download the data fro the Vehicle unit ?

Answer 26

The operator must download data from the VU mass memory and from drivers’ cards to an external
storage device periodically.
The VU will store 365 days (1 year) worth of data
over a rolling period. Data
downloaded must be kept securely and held redundantly in line with EU rules on tachograph record keeping. The operator must download from both the driver’s card and the VU before the data is over
written by the recording device and lost. The way data is captured is not prescribed in the rules,
but manufactures have adapted common approaches to digital downloading. The typical way
in which data is downloaded is through a portable reading device which then transfers data to
analysis software on a PC. Driver card downloads must be completed no later than 28 days and VU
downloads no later than 90 days.

Question 27

What happens if the vehicle unit is faulty ?

Answer 27

Failure of the VU
Should the VU fail, the vehicle must be returned to a DfT approved centre to attempt to download data
from the mass memory. If it is not possible to recover data from the VU, the approved centre will issue a
‘Certificate of Data Undownloadability’ to the operator affected. The operator must keep a copy of this
certificate for at least one year, in line with tachograph record retention periods to explain any gaps in the
digital records.

Question 28

When would a driver enter manual entrys ?

Answer 28

Drivers’ manual entries
A manual entry is when a driver has input information on to the VU ‘manually’, by hand using the input
functions on the tachograph. Generally, manual entries fall into three categories:
•
Places where daily work begins/ends – Places are defined as the country in which the driver starts/
ends their working day.
•
Driver activities – The VU enables the driver to make a retrospective record of any activities that
have occurred away from the vehicle.
A driver must record all activities when operating an in-
scope vehicle.
•
Specific conditions – The VU has 2 specific options to enable the driver record special circumstances.
They are:
—
Out of scope. Used when driving is undertaken out of scope of the EU rules; and
—
Ferry crossing. Used to indicate that the rest is interrupted as authorised under the EU rules.

Question 29

what should you do if the tachograph malfunctions

Answer 29

Both the operator and the driver have a responsibility to check the tachograph is working correctly before
use. In the event of the tachograph breakdown or faulty operation, the employer must have it repaired by a
DVSA approved fitter or workshop as soon as possible. If the vehicle is unable to return to base within 7 days
of the breakdown it must be repaired whilst away.
Should a tachograph breakdown whilst on operations, a driver can make use of the back of an
analogue chart or digital print roll to make written records. The record should keep an approximate
indication of the drivers’ activities and the durations. These written records then become a legal
document that the driver should carry alongside their other tachograph records, and which the
operator should then store accordingly.

Question 30

What are the digital tachogragh requirements ?

Answer 30

Digital tachographs became a legal requirement in the EU on 1 May 2006. Vehicles first used after this date
must be fitted with the digital tachograph system. There is no requirement to retro fit older vehicles fitted
with an analogue tachograph.
Installation and initial calibration
The first calibration of a digital tachograph must occur before the vehicle can be used. This will be completed
by a DfT approved centre. During the initial calibration the
Vehicle Registration Number
(VRN) will be
recorded digitally on the tachographs internal memory. This must take place within either two weeks of the
installation or VRN allocation, whichever is the latter.
After installation, an installation plaque must be placed in the cab of the vehicle.
Recalibration
Digital tachographs are required under the regulations to be periodically inspected and recalibrated. These
must take place after:
•
Any repair to the equipment.
•
Any changes to the relevant factors.
•
When
Universal Time Co-Ordinated
(UTC) in the equipment is
wrong by more than 20 minutes
.
•
When the VRN has changed.
•
At least once
within two years
of the last inspection.

Question 31

What time zone must the digital tachogragh machine be

Answer 31

Operators and drivers of vehicles fitted with digital tachographs need to understand UTC. UTC is a master
time reference and is the same as
Greenwich Mean Time
(GMT). All data recorded on the VU must be in UTC
and all digital printouts from the VU must also be produced in UTC.

Question 32

When should data be downloaded from the Vehicle unit ?

Answer 32

The operator must download data from the VU mass memory and from drivers’ cards to an external
storage device periodically.
The VU will store 365 days (1 year) worth of data
over a rolling period. Data
downloaded must be kept securely and held redundantly in line with EU rules on tachograph record keeping.
Downloading merely copies data and will not delete or alter data stored.

The operator must download from both the driver’s card and the VU before the data is over
written by the recording device and lost. The way data is captured is not prescribed in the rules,
but manufactures have adapted common approaches to digital downloading. The typical way
in which data is downloaded is through a portable reading device which then transfers data to
analysis software on a PC. Driver card downloads must be completed no later than 28 days and VU
downloads no later than 90 days.

Question 33

If the vehicle unit fails what should you do ?

Answer 33

Should the VU fail, the vehicle must be returned to a DfT approved centre to attempt to download data
from the mass memory. If it is not possible to recover data from the VU, the approved centre will issue a
‘Certificate of Data Undownloadability’ to the operator affected. The operator must keep a copy of this
certificate for at least one year, in line with tachograph record retention periods to explain any gaps in the
digital records.

Question 34

When would you do a printout from the vehicle unit ?

Answer 34

All VUs have the functionality for a driver to take a digital printout direct from the VU. There are a variety of
printouts that can be produced, but the most common is the driver daily printout. Each printout displays
various information and is relevant to the style of print out taken. Printouts must be made on paper which
has been type-approved for use in the VU.
A driver can take a printout when required, but printouts are legally required when:
•
the driver is requested to produce one by an enforcement officer;
•
when driving legally without a card, which has been lost, stolen, damaged or malfunctioning;

when correcting driver record error; and
•
when produced to explain circumstances following use of EC Regulation 561/2006
emergency provision.

when correcting driver record error; and
•
when produced to explain circumstances following use of EC Regulation 561/2006
emergency provision

Question 35

What is the company tachogragh card used for ?

Answer 35

The operator requires a company card at locations where the downloading
of the VU mass memory is to be undertaken. Company cards act as an
electronic key to protect and access data from the vehicle unit and allow
the operator to meet their data protection obligations. The company card
does not store data.

The company tachograph card is valid for a maximum of five years.
Failure to renew will mean that data
cannot be downloaded from the unit that is protected by the company locks.

The company card allows access to the data stored on the VU, and to control the access to the data.
In practical terms the company card acts as a key, allowing data to be locked in or locked out, which
prevents unauthorised viewing of personal driver information. This is should be done when a vehicle
leaves the control of the operator, even if this is for a short period.

Question 36

What is the control card ?

Answer 36

Control cards are issued to enforcement authorities such as the police and
DVSA, who are referred to as authorised examiners. Control cards allow the
user to access driver and vehicle information on the VU. The control card
does not store data.

Question 37

What is the driver tachogragh card ?

Answer 37

The driver card is issued to drivers for use on EU or AETR regulated
driving. A
driver must have a card to drive a vehicle fitted with a digital
tachograph
and that the card must be carried whilst a driver is engaged in
any EC Regulation 561/2006 driving. Drivers insert and remove their cards
from the VU as part of the tachograph recording process. The driver card
adds and copies data from the VU, and is the only card which carries data
upon it. The driver card will typically
store 28 days’ worth of driver
activities on it.
The operator must capture the information from the card within the 28-day period, as the
data is at risk of being over written when the card is next used outside of this time scale.
The regulations do not specify who must purchase the card, only that it is a driver’s responsibility to look
after the smart card. Cards are non-transferable and are personal to the driver. The front of the card has
similar information upon it as a driving licence, but the card is not valid evidence of the entitlement to drive a
vehicle.
The driver card is valid for a maximum of 5 years.

The driver card stores the drivers’ daily records of activities when operating under EU rules. It
is recommended that operators record or copy the serial number of the cards being used and
the dates of expiry. The monitoring of card issue and card expiry can support an operator in the
prevention of cards being used erroneously or fraudulently.
The final two digits of the card serial number will change when the card is renewed (every 5 years)
or replaced (on application for replacement). The final number shows how many times the card has
been renewed through expiry, and the number immediately before it shows how many times it has
been replaced since its last renewal.

Question 38

When can a driver drive without a driver card ?

Answer 38

Typically, a driver cannot drive on a EC regulated journey without a driver smart card. However, the
rules do allow for some flexibility when a card is reported as specifically being lost, stolen, damaged or
malfunctioning.
Cards that are lost, stolen, damaged or malfunctioning should be reported to DVLA (DVNI in Northern
Ireland) as soon as possible and in any case
within seven days
. In addition to reporting theft of a card to the
issuing authority, the driver must also notify the ‘competent authority’ in the country where the card was
stolen. When travelling outside the UK, drivers should report the theft immediately, and most probably to
the police.
Once the authorities have been notified then the driver can then legally drive without the driver card. Drivers
may continue to drive without a driver card for a
maximum period of 15 calendar days or
for a longer
period if this is necessary for the vehicle to return to its premises. However, whilst waiting for the card to
be replaced, the driver must produce two daily printouts relating to the periods of time recorded by the VU
during the period. On each printout sufficient detail must be recorded to enable the driver to be identified,
typically a name and a licence number, and a signature provided.
In this case these printouts are legal documents and must be carried by the driver, returned to, and stored by
the operator in line with the
EC Regulation 165/2014
responsibilities.
Printouts taken in these cases act in lieu of the driver having any digital record for the period whilst
waiting for their card to be replaced/returned. Drivers should take care of any printout produced,
and store it in a manner to avoid loss or damaged.

Question 39

When must the driver card be renewed ?

Answer 39

After the five-year period the microchip in the smart card will stop recording. The driver should allow a
minimum of 15 days for the replacement card to be received. If the card expires and no replacement is
available the driver is not permitted to drive the vehicle when subject to EU rules.
The ‘expired’ card must be carried for
28 days
once the new card commences use.

Question 40

What is the workshop card ?

Answer 40

Workshop cards are issued to workshop fitters at calibration centres
authorised to calibrate digital instrumentation by the DfT. The card is
used by an approved workshop fitter to calibrate the VU instrumentation.
The workshop fitter will have passed an examination set by DVSA, before
being authorised to hold such a card. The card does not store data.

The workshop card is valid for one year.

Question 41

What are the domestic record keeping rules ?

Answer 41

In the UK a statutory written record, recorded in a log book, must be completed by the driver of a
goods vehicle:
•
which is exempted from the EU tachograph rules;
•
which is O licensed; and
•
on any day when they drive beyond a radius of 50km from the operating centre OR for more than 4
hours within that radius. Driving off the road for agricultural, forestry, quarrying or civil engineering
purposes does not count.

Question 42

What are the tachograph penalties ?

Answer 42

Penalties can be imposed by criminal courts:
—
£2,500 per offence, with an unlimited fine if proven that records were fraudulent
or falsified.
•
Action can be taken by the Traffic Commissioner against the driver and/or company.