Tachographs are essential tools for monitoring the driving hours, rest periods, and overall activity of commercial vehicle drivers. Correctly interpreting tachograph data is vital for compliance, safety, and effective fleet management. Using tachograph analysis software simplifies the process of recording, analysing, and understanding this data.

Here, JMW explains the importance of accurate data recording, how to use tachograph analysis tools, and the steps involved in interpreting tachograph data correctly, as well as the importance of compliance with industry rules regarding tachographs.

What Is a Tachograph?

By recording data about drivers’ activities, tachographs help to ensure that drivers comply with regulations on working hours, thereby promoting road safety and fair competition within the transport industry. 

There are two main types of tachographs: digital and analogue.

Digital Tachographs

Digital tachographs are modern devices that store data on a driver card inserted into the unit. They provide precise and secure records of driving activities, which can be easily downloaded and analysed using tachograph analysis software. The vehicle unit, typically installed in the dashboard, records data such as speed, distance, and time. 

Analogue Tachographs

Analogue tachographs are older devices that record data on paper charts or rolls. These charts are marked with a stylus that tracks the driver’s activity over time. Each chart should cover no longer than a 24-hour period. Although less common now, some vehicles still use analogue tachographs. Analysing data from these devices can be more time-consuming and less precise than digital tachographs. However, analogue tachograph analysis tools are available to help interpret the recorded data.

Steps to Interpreting Tachograph Data

You must take several key steps when analysing tachograph data to make sure it is as accurate as possible and complies with your legal obligations. Whether you are using digital or analogue tachographs, following these steps will help you manage and analyse the data effectively.

1. Collecting Data

Digital tachographs: data is stored on driver cards and in the vehicle unit. You should regularly download this data using a card reader and a compatible device. It is important to set a routine for data collection to ensure no gaps in the records. Data must be downloaded at least every 28 days from driver cards and every 90 days from the vehicle unit. However, it is recommended that you download much more frequently than the statutory limits.

Analogue tachographs: collect the paper charts or rolls from the vehicle. Make sure the charts are handled carefully to avoid any damage that might affect the readability of the data. Drivers must return used charts to the operator within 42 days.

2. Uploading Data to Analysis Software

Digital tachographs: transfer the downloaded data to your chosen tachograph analysis software. Most digital tachograph analysis tools are user-friendly and guide you through the uploading process. Ensure the data is transferred securely to maintain its integrity.

Analogue tachographs: input the data from the paper charts into the analysis software. This can be done manually or by using scanning devices that digitise the charts. 

3. Using Advanced Analysis Tools

Modern tachograph analysis software comes equipped with advanced analysis tools to help you make sense of the data. These tools can:

• Analyse driving hours to ensure compliance with regulations.
• Track rest periods and breaks.
• Monitor speed and distance travelled.
• Identify any instances of non-compliance or irregularities.

Using these tools, you can get a comprehensive overview of your drivers’ activities and vehicles’ performance.

4. Reviewing and Interpreting Results

Once the data is analysed, review the results provided by the software. Look for patterns and anomalies that might indicate non-compliance or risky driving behaviour. Pay attention to:

• Driving hours and rest periods to ensure they meet legal standards.
• Instances of speeding or excessive driving without breaks.
• Any gaps or inconsistencies in the data that need further investigation.

Common Challenges and How to Overcome Them

Interpreting a tachograph chart can present several challenges, particularly for those new to the process or managing large fleets. Here are some common issues and practical solutions to help you overcome them:

Data Corruption and Loss

Challenge: digital data can become corrupted during transfer or storage, and analogue charts can be lost or damaged.

Solution: implement a robust data management system. Regularly back up digital data and store it in multiple secure locations. For analogue tachographs, handle charts carefully and store them in a safe, organised manner. Using high-quality digital tachograph analysis software can also minimise the risk of data corruption by ensuring secure data transfer and storage.

Inconsistent Data Collection

Challenge: irregular data collection can lead to gaps in records, making it difficult to ensure compliance and accurate analysis.

Solution: establish a routine schedule for downloading and reviewing tachograph data. Set reminders and use automated systems where possible to ensure data is collected consistently. Training drivers and fleet managers on the importance of regular data collection can also help maintain consistency. Consider installing auto downloaders into vehicles to ensure that data capture is undertaken during each day of vehicle use.

Complexity of Data Interpretation

Challenge: interpreting tachograph data can be complex, especially when dealing with large volumes of data or multiple vehicles.

Solution: utilise advanced tachograph analysis tools available in digital tachograph software. These tools simplify the interpretation process by providing clear, detailed reports and highlighting key areas such as driving hours, rest periods, and potential infringements. Keeping a clear log of vehicle maintenance may assist in interpreting data with missing mileage, as this will make investigations easier. Regular training and staying updated on the latest software features can also enhance your ability to interpret data effectively. 

Identifying Non-Compliance and Irregularities

Challenge: detecting instances of non-compliance or irregularities in the data can be difficult without proper analysis tools.

Solution: use tachograph analysis software that offers real-time monitoring and automated alerts for potential non-compliance. These features can quickly identify issues such as excessive driving hours, insufficient rest periods, and speeding. Regular audits and reviews of the data can further ensure compliance and address any irregularities promptly. Ensure that any non-compliance is followed up with the driver, keeping a written record of your conversations and ensuring that there is escalation into disciplinary procedures for serious offences or repeat offending.

Keeping Up with Regulatory Changes

Challenge: transport regulations can change frequently, making it challenging to stay compliant.

Solution: stay informed about the latest regulatory changes by subscribing to industry news, attending relevant training sessions, and using tachograph analysis software that updates automatically to reflect new regulations. Keeping your software and knowledge current ensures that your data interpretation remains compliant with the latest legal requirements, as can taking legal advice on tachograph laws where necessary.

Integrating Data from Multiple Sources

Challenge: managing data from different types of tachographs (digital and analogue) and multiple vehicles can be overwhelming.

Solution: choose tachograph analysis software that supports both digital and analogue data integration. This ensures a seamless analysis process, regardless of the tachograph type. Additionally, centralising data from all vehicles into a single platform can simplify management and provide a comprehensive overview of fleet performance.