The vehicle unit (VU) is the tachograph fitted in the cab. It records the vehicle’s speed, distance and every driver’s activity. As the operator, you are responsible for downloading it. This guide covers what you need, how often to do it and the basic steps.
How often you must download
- At least every 90 calendar days. That is the GOV.UK requirement for vehicle units.
- Before control of the vehicle passes to someone else, for example when it is sold or the hire ends.
- Sooner is better. A vehicle unit holds roughly 365 days of average data, after which the oldest data is overwritten and lost. Many operators download monthly so nothing is ever close to the limit.
What you need
- A company card. You cannot download a vehicle unit without one. Here is how to get one.
- A download device. This is usually a download key, which plugs into the tachograph and then into a computer by USB. Some operators use a handheld device or a remote download system instead.
- A computer to store the files and a place to analyse them.
The basic steps
The exact steps depend on the make of tachograph and the download device, so always check the instructions for yours. In outline:
- Park the vehicle and switch the ignition on.
- Put your company card in a card slot and wait for the tachograph to read it. If this is the first time, lock your company in to the vehicle when prompted.
- Open the download port. On many units this is behind a flap or the printer drawer.
- Connect the download key and let the download run. Do not remove it until it has finished.
- Remove the key and close the flap or drawer, then take out your company card.
- Plug the key into your computer and copy the file to a safe, backed up folder. The file is usually a .ddd file, though some devices use .vu or .esm.
If the download key shows a red light or an error, do not assume it worked. Check the file is on the key, or contact the manufacturer’s support.
Lock in first
Locking in with your company card protects your data, so only your company card can download it. GOV.UK recommends it. Without it, a previous operator’s lock-in could stop you getting your data. When you finish with a vehicle, lock out so the next operator can lock in.
If a download is not possible
If a fault stops you downloading, ask the repair centre for a certificate of undownloadability and keep it for at least 12 months. It shows an examiner that the gap in your records was caused by a fault.
What to do with the file
- Keep the files and be able to produce them for enforcement officers for 12 months.
- Check them regularly for infringements. Downloading is not the end of the job.
- Keep a record of the date each vehicle was downloaded, so you can show your 90 day cycle was met.
Where OperatorSafe fits
OperatorSafe reads vehicle unit files and shows each infringement in plain English. You can upload files by hand or pick them up automatically from your PC.
You may also want our guide on how to download a driver card. If you need help reviewing the results, HGV Consult can introduce an external Transport Manager.
See what OperatorSafe does
Driver checks, vehicle and driver files, maintenance planning and tachograph analysis. Unlimited drivers, from £49 a month.
More guides
- Why you need tachograph and fleet compliance software, and which features matter
- How to get a digital tachograph company card, and what it lets you do
- How to download a driver card, and how often you must
- What time should a tachograph be set to? (It’s UTC)