How can tachograph data be backed up and archived?

Backing up and archiving tachograph data is an essential part of compliance in road traffic, especially in the transportation sector. Tachographs are required by law in the EU and many other countries to monitor drivers’ working and rest times as well as the driving data of trucks and other commercial vehicles. Archiving this data is necessary in order to have access to this information at all times during inspections by the authorities and to comply with legal requirements.

Why is it important to back up and archive tachograph data?

Tachographs record a wide range of important information, including

• Speed
• Travel time
• Rest period
• Driving time
• Mileage

This data is not only useful for daily route planning and vehicle management, but also for compliance with legal regulations on driving and rest periods. The archived data helps to identify and prevent violations of the regulations, which is of enormous importance for companies in order to avoid fines and penalties.

In addition, the storage of this data over a longer period of time is used for safety checks and the preservation of evidence in the event of legal disputes or accidents.

Methods for backing up and archiving tachograph data

Tachograph data can be archived in various ways. These depend on which type of tachograph is used (analog or digital) and which technologies are available in the vehicle fleet. Here are the most common methods for data backup and archiving:

1. back up digital tachograph data

Modern trucks and commercial vehicles are equipped with digital tachographs that store the data on a digital card. These cards must be read out regularly and the data stored.

• Read out driver cards: To back up a driver’s driving data, the digital driver cards must be read out. This can be done directly on site in the workshop or using mobile devices. A reader is usually used for this, which transfers the driver card data to a computer or cloud system.

• Archiving the data: There are various software solutions that can be used to read, store and archive the digital data from the tachograph. This software is often equipped with a user-friendly interface that allows users to create reports and analyze the data. Such solutions offer functions such as automatic storage, data compression and export options in common formats such as Excel or PDF.

• Cloud-based archiving: Many modern software solutions also offer cloud-based archiving. In this case, the data read out is stored securely on a server and can be retrieved at any time. Cloud services also offer a high level of security and enable companies to monitor several vehicles simultaneously and manage the data centrally.

• Archiving and backup: The saved data must be archived regularly and backed up on various storage media to prevent data loss. External hard disks, servers or cloud storage are suitable for this purpose. It is important that the data is backed up regularly so that no data is lost in the event of a system failure or damage.

2. save analog tachograph data

Although digital tachographs are being used more and more frequently, there are still many older vehicles that are equipped with analog tachographs. In such cases, the data must be processed differently.

• Reading out the diagram disks: With analog tachographs, the data is recorded on chart disks. These disks must be replaced and archived regularly. It is important to check these charts and ensure that they are complete and correct before they are archived.

• Storage of the charts: The charts should be stored in a secure, well-organized archive to ensure quick access should they be needed during an inspection. They must be stored for a period of at least 12 months.

3. software solutions for data management

The use of software solutions is essential for storing and archiving tachograph data. These programs not only help to store the data, but also offer the possibility of analyzing and reporting it. The software enables a detailed evaluation of driving and rest times, driving duration and driving behavior.

• Functions of modern software solutions: Modern software solutions offer many useful functions such as:
  • Automatic synchronization of data.
  • Detection of violations of driving and rest times.
  • Detailed evaluations and reports.
  • Support for compliance with regulations.
  • User-friendly interfaces and dashboards.

  The software solutions provide complete control over the data and enable fleet management to easily comply with all regulations and monitor driver performance.

4 Legal requirements for storage

According to EU Regulation (EC) No. 561/2006 and national regulations, companies must retain tachograph data for at least 12 months. This regulation applies to all road transport companies that use vehicles with tachographs. This means that the tachograph data must be checked regularly after being read out and archived and, if necessary, backed up again.

It is also important to ensure that the data is stored unalterably for the entire retention period. This ensures that the data can be used as evidence in the event of a later review or legal proceedings.

5. data protection and security precautions

As tachograph data contains drivers’ personal information, companies must ensure that this data is protected in accordance with data protection regulations (e.g. GDPR). Appropriate security measures must be taken to ensure that only authorized persons have access to the data.

These include:

• Encryption of the stored data.
• Regular checks and audits of the data storage system.
• Protection of systems against unauthorized access.
• Create access controls and authorizations for users.

Conclusion

Securing and archiving tachograph data is an important task for companies in the transportation sector, both to comply with legal regulations and to ensure efficient fleet management. With the right software, secure data storage technologies and regular backups, companies can ensure that their tachograph data remains secure and accessible – both for internal analysis and for legal checks.