3.1 Introduction

• The digital tachograph replaced the older chart-based analogue system, although analogue tachographs remain in use in older vehicles.
• New goods vehicles within scope had to be fitted with digital tachographs from 1 May 2006.
• The system consists mainly of a Vehicle Unit (VU), a motion/speed sensor and digital tachograph cards.
• Records are stored both on the driver's card and in the VU mass memory.
• Modern 'smart' tachographs can record start/finish locations using satellite positioning and support short-range communication and remote data access.

3.2 Vehicle Unit (VU)

• The VU is approximately the size of a car radio.
• It has two card slots for two crew members.
• It has card-eject and activity controls.
• It has an interface for downloading information.
• It contains a printer and thermal paper roll.
• It allows menu access, manual entries and certain settings.
• The VU mass memory stores information relating to vehicle use for up to one year.

3.3 Tachograph cards – four types

• Driver card – white.
• Company card – yellow.
• Workshop card – red.
• Control card – blue.
• All four cards are the same physical size but have different functions.

3.4 Driver Card (White)

• The driver card contains the driver's details and photograph and is issued personally to the driver.
• Legally the card remains the property of the DVLA, even if the employer paid for it.
• It must be inserted whenever the driver works on a vehicle fitted with a digital tachograph.
• The card memory holds approximately 28 days of driver information, so operators must download it regularly.
• Driver cards are valid for 5 years and must then be renewed.
• If lost, stolen or damaged in the UK, the DVLA must be informed as soon as possible and within a maximum of 7 days.
• While abroad, reporting the loss/theft to the local police is advisable.
• The DVLA is required to issue a replacement card within 8 days.
• While waiting for a replacement, the driver may continue to drive subject to the manual-record requirements.
• At the beginning and end of each working day, the driver should use VU printouts; each printout must contain the driver's name and signature.
• Maximum driving without a driver card is 15 days, or longer where necessary to return the vehicle to base, provided the driver can prove why the card could not be produced/used.
• If a driver simply forgets the card, the driver must not be permitted to drive.

3.5 Company Card (Yellow)

• The company card is yellow and valid for 5 years.
• Its main purpose is to provide the operator with access to download VU mass-memory data.
• Data can be copied using a download key or similar device and transferred to a computer for analysis and retention.
• The company card can 'lock in' data for the operator and 'lock out' data when the operator's use of a vehicle ends.
• This is particularly important when using hired vehicles.

3.6 Workshop Card (Red)

• The workshop card is red.
• Issued to qualified personnel at approved tachograph installation and calibration centres.
• Allows installation engineers to enter vehicle details and set/calibrate the tachograph.
• Digital tachographs must be fully recalibrated at intervals not exceeding 2 years.
• Immediate recalibration is required after specified events such as repair, vehicle registration change, UTC being out by more than 20 minutes, or a change affecting tyre circumference.
• Workshop cards are not intended for ordinary maintenance staff at a normal haulage operator's workshop.

3.7 Control Card (Blue)

• The control card is blue.
• Issued to enforcement officials such as police and DVSA staff.
• Allows officials to access information from driver cards and VU mass memory when checking compliance.

3.8 Using the Digital Tachograph

• The driver inserts the card into slot 1; a co-driver uses slot 2.
• The chip faces upwards and the photograph faces downwards.
• When inserting the card, the driver must make manual entries for time spent away from the vehicle since the card was last used.
• Manual entries must account for all relevant activities.
• When moving, the VU automatically records driving for the driver in slot 1.
• When stationary, the default setting for the main driver is other work; the driver must select break/rest or POA as appropriate.
• On double-manned operations, the co-driver's activity while the vehicle is moving is automatically recorded as POA; the first 45 minutes is treated as a break under the stated rules.
• When drivers swap driving duties, they must physically move their cards between slot 1 and slot 2.

3.8.1 Time and UTC

• Digital tachographs record using UTC (Universal Time Co-ordinated), equivalent to GMT as the basic reference.
• The display can be changed to local time, but the underlying recordings remain in UTC.
• Drivers on international journeys must account for local time differences; the material states that major continental European destinations are generally one hour ahead of UK time.

3.9 Downloading Data

• VU mass-memory data must be downloaded at intervals of no more than 90 days.
• The operator uses a company card and a download key/device.
• Downloaded data can then be transferred to a computer for analysis and retention.
• Company-card lock-in/lock-out is particularly important when hired vehicles are used.
• Enforcement officials can also download data using a control card.

3.10 Printouts

• The VU has a printer that can be used by drivers, company staff, enforcement officers and calibration-centre staff.
• Printouts use pictograms to show activities and other information.
• Examples of recorded events include driving without a driver card, overspeeding and power interruption.
• Printouts can provide evidence of activity, faults and possible infringements.

3.11 Operator Responsibilities – Digital Tachographs

• Download VU data at least every 90 calendar days.
• Download immediately before transferring control of a vehicle to another person, e.g. when sold or de-hired.
• Download without delay when the unit is permanently removed from service.
• Download without delay when the unit is known to be malfunctioning, if data can still be retrieved.
• Download without delay where data may imminently be erased.
• Download as often as necessary to prevent data loss.
• Download driver-card data at least every 28 calendar days.
• Download a driver card immediately before the driver ceases employment; this also applies to agency drivers.
• Download without delay when aware that a card is damaged or malfunctioning, where possible.
• Put systems in place to ensure data is securely retained and available for inspection.