How do you read data from a digital tachograph?

Digital tachographs (also known as “digital tachographs”) are essential devices in commercial road traffic for recording driving and rest times as well as other vehicle data. Since 1 May 2006, they have been mandatory in all newly registered commercial vehicles with a gross vehicle weight of more than 3.5 tons or passenger transport vehicles with more than nine seats.
Reading the data from a digital tachograph is not only required by law, but is also an important measure for complying with driving and rest time regulations. In this blog post, we explain step by step how to read out the data correctly, which tools are required and which legal aspects need to be considered.

What is a digital tachograph?

A digital tachograph records various data, including:

• Travel times, rest periods and working hours
• Vehicle speed
• Mileage
• Events and error messages (e.g. exceeding driving times or tampering attempts)

This data is stored both in the internal memory of the tachograph and on the personal driver card.

Legal basis

According to EU Regulation 165/2014, entrepreneurs are obliged to download the data regularly and archive it for at least two years. The prescribed deadlines for downloading the data are

• Driver cards: at least every 28 days
• Tachograph (mass memory): at least every 90 days

In addition, the data must be available immediately when the vehicle is changed, the driver card expires or in the event of an official inspection.

What equipment is needed?

To read the data from a digital tachograph, you need the following tools:

1. Card reader for driver cards:
   Enables data to be read directly from the driver card. This is particularly useful if the driver regularly transmits his data.

2. Download device or readout device for the tachograph:
   A special device for downloading data from the tachograph’s mass memory. Examples are the VDO SmartLink, Stoneridge Optac or TachoDrive 4.

3. Software for data analysis:
   Suitable software is required to analyze the downloaded data and create reports. Frequently used programs are TIS-Web, TachoPlus or Optac3.

Step-by-step instructions: Reading out data

1. reading out the driver card

Reading out the driver card is the simplest and quickest step. Follow these instructions:

1. Insert the driver card into a card reader or directly into the card reader.
2. Start the readout via the corresponding software or the download device.
3. Save the downloaded data on your computer or a secure storage medium.

The data includes personal driving times, events and violations.

2. reading out the mass memory (tachograph)

A special download device is required to read out the mass storage device. Here is the procedure:

1. Establish connection: Connect the readout device to the tachograph. The connection is usually located near the dashboard.
2. Insert the company card: Insert the company card into the tachograph. This serves as proof of authorization.
3. Start download: Press the corresponding button on the readout device to start the download. Depending on the device, the process may take a few minutes.
4. Save data: Save the downloaded data securely on your computer or server.

Tips for secure data storage and archiving

• Regular backups: Create backups of the data to avoid data loss.
• Encrypted storage: Use an encrypted database to ensure data security.
• Archiving system: Create a clear archive system so that the data is quickly accessible in the event of an inspection.

Common readout errors and how to avoid them

1. missed deadlines

One of the most common causes of fines is the failure to read out data on time. Set up reminders to comply with the legal deadlines.

2. incomplete downloads

Sometimes the data is not downloaded completely. After downloading, check that all the necessary files are present.

3. defective hardware

A damaged card reader or download device can lead to incorrect data. Use tested devices and carry out regular function tests.

Analysis and evaluation of the data

Reading out the data is only the first step. The real challenge lies in analyzing the data in order to detect violations of driving and rest periods at an early stage.
Modern software solutions offer extensive analysis functions and can automatically generate reports to help you comply with legal requirements.

Some important evaluations include:

• Driving time violations: Exceeding the maximum daily or weekly driving time.
• Insufficient rest periods: Failure to comply with daily or weekly rest periods.
• Speeding violations: Analysis of vehicle speed in the recorded time periods.

Advantages of regular data readout

• Legal compliance: Avoiding fines and legal consequences.
• Increased safety: Identification of risk behavior and potential sources of danger.
• Efficiency: Optimization of schedules and reduction of downtimes.
• Operational analyses: Identification of patterns and optimization of vehicle use.

Conclusion

Reading the data from a digital tachograph is not only a legal obligation, but also an important component for safety and efficiency in road traffic. With the right equipment and a clear strategy, this process can be easily integrated into everyday life.

Don’t forget to back up and evaluate the data regularly to always be on the safe side and to manage your driver fleet optimally.