Why is Managing Tachograph Data so Important?

Managing Digital Tachographs

If you’re a transport operator, you’ll know that keeping to the rules on drivers’ hours and tachograph use isn’t just good practice—it’s a legal obligation tied to your operator licence. Yet, as a DVSA Earned Recognition auditor, I often come across operators who aren’t fully aware of what this really involves.

Drivers’ Hours: More Than Just a Download

EU Regulation 165/2014 requires that driver tachograph cards are downloaded at least once every 28 days. But sticking to the minimum isn’t always enough. Downloading driver cards more frequently—say weekly or fortnightly—gives you a better chance of spotting infringements early. This allows you to take proactive steps, such as holding a driver conduct or debrief meeting to address any issues before they become patterns.

These meetings aren’t just a tick-box exercise. They should be properly documented and kept on file for at least 12 months. This record shows that you’re actively managing compliance and taking your responsibilities seriously.

Don’t Overlook the Vehicle Unit

It’s not just about the drivers. The vehicle unit must also be downloaded at intervals no greater than 90 days. But again, waiting until the last moment can leave you exposed. Running a missing mileage report every two to four weeks is a smart move. It helps you identify and explain any gaps in mileage before they raise red flags.

Missing mileage is one of the most common reasons operators are called to a public inquiry. It can put your Good Repute—and your operator licence—at serious risk. By staying ahead of the curve, you protect your business and demonstrate a commitment to high standards.

Need a Second Opinion?

At MDR Training, we understand the pressures of running a compliant, efficient transport operation. If you’d like an impartial audit of your systems—whether it’s tachograph data management, maintenance systems, or a full systems overview — we’re here to help.

Our experienced transport auditors will cast a critical eye over your existing systems and provide you with a full report outlining out findings and suggestions for improvement.

Feel free to give us a call on 01530 834 554 or drop us an email. A quick conversation could save you a lot of trouble down the line.

By: Brad Fitton MDR Transport Auditor