How long must tachograph data be stored?

A comprehensive guide

The digital tachograph is an indispensable tool in commercial road traffic. It records important data such as driving times, rest periods and distances traveled and helps companies and authorities to monitor compliance with legal regulations. The question of how long this data must be stored is crucial for fleet operators, logistics companies and professional drivers. In this article, we provide a comprehensive overview of the retention periods for tachograph data, the legal background and practical tips on management and archiving.

Legal basis for the storage of tachograph data

The retention period for tachograph data is determined by various legal regulations at national and European level. The most important legal bases are

• Regulation (EU) No. 165/2014: This regulation governs the technical requirements for tachographs and contains provisions on data retention.
• Social provisions in road transport (Regulation (EC) No. 561/2006): This regulation specifies how long driving and rest periods must be documented and stored.
• Driving Personnel Act (FPersG) and Driving Personnel Ordinance (FPersV): These German regulations concretize the European regulations and contain additional requirements for data retention in Germany.

Obligations for companies and drivers

According to the regulations mentioned above, companies are obliged to keep the data from the digital tachographs and driver cards for at least one year. The most important obligations include:

• Regular backup of data: Operators must read out the data from tachographs at least every 90 days and from driver cards at least every 28 days.
• Secure storage location: The stored data must be protected against manipulation and loss.
• Provision on request: Control authorities such as the Federal Office for Goods Transport (BAG) or the police can request the data for examination at any time.

Retention periods in detail

The duration of storage depends on the type of data and the legal requirements.

1. tachograph data

The data stored directly in the digital tachograph must be kept for at least one year. This concerns:

• Driving times
• Rest periods
• Working hours
• Speed recordings

This data is used to check compliance with social regulations in road traffic and is of great importance during checks by the authorities.

2. driver card data

The data on the driver card must also be kept for at least one year. This card stores the driver’s personal driving data, including

• Start and end of daily working hours
• Driving and rest times
• Violations of the regulations

3. other operational documents

In addition to the actual tachograph data, there are other documents that must be kept in connection with the Driving Personnel Act. These include

• Working time records: at least two years
• Documentation on training and driver instruction: between one and five years, depending on requirements
• Maintenance and calibration logs of the digital tachograph: at least two years

Why is it important to comply with retention periods?

Compliance with the retention periods is not only a legal obligation, but also protects companies from legal consequences and high fines. Violations of the regulations can result in severe penalties that apply to both companies and drivers.

Consequences of violations

• Fines: Violations of the storage obligation can be punished with fines of several thousand euros.
• Loss of image: Breaches of the rules can damage a company’s reputation and affect the trust of customers.
• Liability risks: In the event of accidents or disputes, the stored data often serves as evidence. If they are missing, this can result in legal disadvantages.

Practical tips for archiving tachograph data

Effective management and archiving of data is essential to meet legal requirements. Here are some best practices:

1. automated data backup

Rely on software solutions that read and save the data regularly and automatically. This reduces the risk of missing deadlines.

2. cloud-based systems

Cloud solutions offer the advantage that data is stored securely and centrally. They also make it easier to access data from different locations.

3. training of employees

Make your drivers and administrative staff aware of the importance of data retention and train them in the use of digital tachographs.

4. observe data protection

Ensure that the stored data is protected against unauthorized access and that the data protection guidelines are adhered to.

Digital tachographs in practice: an example from everyday life

Let’s imagine the following scenario: A medium-sized logistics company operates a fleet of 20 trucks. The management has implemented software that automatically reads the tachograph data every 28 days and stores it on a secure server.

Thanks to this automated solution, the data is available at all times. In the event of an inspection by the Federal Office for Goods Transport (FOPH), those responsible can provide the requested data within a few minutes. This ensures that the inspection runs smoothly and without penalties.

Conclusion

The proper storage of tachograph data is a central component of compliance in the road transport industry. Companies must ensure that they comply with the legal requirements in order to avoid penalties and safeguard operations.

By using modern technology, undergoing regular training and complying with data protection regulations, fleet operators can organize the archiving of their data efficiently. Always stay up to date with the latest legal requirements and protect your company from unpleasant surprises.