Tachograph Data Analysis: Why Downloading Alone Is Not Enough
Many transport undertakings download driver cards at least every 28 days and vehicle units at least every 90 days, then archive the files. Meeting these deadlines is essential, but it is not enough. EU rules also require operators to check their drivers' records regularly and to act on any infringements they find.
Info: Downloading preserves the data. Tachograph data analysis identifies infringements before an inspection does. Under EU rules, transport undertakings must carry out regular checks on compliance with driving and rest time rules, and they are liable for infringements committed by their drivers, even when these occur in another country.
Tachograph download vs. tachograph data analysis
| Downloading | Analysing | |
|---|---|---|
| Purpose | Preserving data from the driver card and vehicle unit before it is overwritten | Checking whether driving times, breaks and rest periods comply with the rules |
| Frequency | Driver card at least every 28 days, vehicle unit at least every 90 days | No fixed interval in EU law; regular checks are required |
| If neglected | Penalties under national law | Liability for drivers' infringements; penalties under national law |
| Evidence | Stored .ddd files (kept for at least 12 months) | Check records, conversations with drivers, corrective measures |
For the download procedure, see our guide Tachograph Data Download: How to Do It and the 28/90-Day Rules.
What EU rules require from operators
Regulation (EC) No 561/2006, Article 10: The transport undertaking organises its drivers' work so that they can comply with the rules, gives them appropriate instructions and carries out regular checks to ensure compliance. It is liable for infringements committed by its drivers, even if they occur in another Member State or a third country. All data downloaded from vehicle units and driver cards must be kept for at least 12 months and made available to enforcement officers on request.
Regulation (EU) No 165/2014, Article 33: The transport undertaking ensures that its drivers are properly trained and instructed in the correct use of tachographs, carries out regular checks to ensure their correct use, and gives drivers no direct or indirect incentive that could encourage misuse.
Regulation (EU) No 581/2010: Sets the maximum download periods: 28 days for driver cards and 90 days for vehicle units.
What to check in tachograph analysis
| What to check | Why it matters |
|---|---|
| Daily, weekly and fortnightly driving time | The core limits of Regulation (EC) No 561/2006 |
| Continuous driving and breaks | A 45-minute break is required after 4.5 hours of driving; it may be split into at least 15 minutes followed by at least 30 minutes |
| Daily and weekly rest | The number of reduced rest periods and their compensation must be monitored |
| Driving without a card and gaps in records | Unexplained gaps raise questions during inspections |
| Manual entries | Other work performed without a card inserted must be recorded in full |
| Tachograph events and faults | Faults should be repaired promptly and unusual events discussed with the driver |
| Location of weekly rest and driver return | Regular weekly rest may not be taken in the vehicle; the driver's return must be planned within every four consecutive weeks and documented |
| Download dates | The 28- and 90-day deadlines must not be exceeded |
How often should tachograph data be analysed?
EU rules set no fixed interval; they require regular checks. We recommend analysing the data at least with every driver card download, i.e. every 28 days, and preferably weekly. This way, a recurring error is identified before it continues for weeks.
What to do when you identify an infringement
- Record the infringement together with its date.
- Discuss it with the driver and establish the cause: traffic, waiting time at loading or a planning error.
- If the cause lies in planning, adjust the planning. If it lies with the driver, instruct the driver in writing.
- Keep written records of the conversation and the measures taken. These records demonstrate that you check your drivers regularly.
Tachograph analysis software
Reviewing .ddd files one by one, identifying infringements and deciding on the next steps can take hours. That is why we developed Tachograph AI: AI-powered tachograph data analysis software. It brings driver card and vehicle unit data together in one place and automatically shows driving and rest time infringements under EU rules, by driver and by date. You can ask the AI assistant, for example, “Show the most frequent infringements in our fleet” and then have it prepare a driver briefing on those infringements. The software also reminds you of upcoming download dates. Read how AI-powered analysis works in AI-Powered Tachograph Analysis.
Frequently asked questions
Is downloading tachograph data enough?
No. Downloading preserves the data. EU rules also require transport undertakings to carry out regular checks on compliance with driving and rest time rules.
What is the difference between tachograph download and tachograph data analysis?
Downloading copies the data from the driver card and vehicle unit for storage. Analysis checks whether driving times, breaks and rest periods comply with the rules.
How often should tachograph data be analysed?
EU rules set no fixed interval. We recommend analysing the data at least every 28 days, with every driver card download, and preferably weekly.
Is the operator liable for drivers' infringements?
Yes. Under Regulation (EC) No 561/2006, the transport undertaking is liable for infringements committed by its drivers, even if they occur in another country.
What does tachograph analysis cover?
Driving times, breaks, daily and weekly rest, driving without a card and gaps in records, manual entries, tachograph events and faults, the location of weekly rest, the driver's return and download dates.
How long must downloaded tachograph data be kept?
At least 12 months. The data must be made available to enforcement officers on request.
Official sources
- EUR-Lex — Regulation (EC) No 561/2006
- EUR-Lex — Regulation (EU) No 165/2014
- EUR-Lex — Regulation (EU) No 581/2010
This article is for information only and does not constitute legal advice.