Every driver has a digital tachograph card that records their activity. As the operator, you must download it. Unlike a vehicle unit, you do not need a company card to do this.
How often you must download
- At least every 28 calendar days. That is the GOV.UK requirement for driver cards.
- Immediately before a driver stops working for you. This includes agency drivers.
- Do not leave it to the limit. A card holds roughly 28 days of average data, and a busy card with lots of activity changes can hold less. After that the oldest data is overwritten and lost. Many operators download every two weeks.
Ways to download
- A card reader connected to a computer. The driver hands in the card, you put it in the reader and download it using the reader’s software. This is simple and does not need the vehicle.
- A download key at the vehicle. With the driver’s card in the tachograph, connect the download key to the download port and choose to download the card. Menus differ by make, so follow the instructions for your tachograph and key.
- A remote download system. Some fleets fit a device that downloads cards and vehicle units automatically and sends the files to the office.
Good habits
- Set a regular schedule, for example every second Friday, and stick to it.
- Keep the files in a safe, backed up folder, named so you can tell whose card each one is and when it was downloaded.
- Keep records for 12 months and be able to produce them for enforcement officers.
- Keep a record of each download so you can show examiners your 28 day cycle was met.
Drivers with more than one employer
A driver’s card records all their driving, including for other employers. You may see activity in the file that does not belong to your vehicles. That is normal, and it matters for working time and rest calculations.
Faulty cards
If a fault stops you downloading, ask the repair centre for a certificate of undownloadability and keep it for at least 12 months.
Give the driver a copy if they ask
GOV.UK says operators must give drivers copies of their digital data if they ask for it.
Where OperatorSafe fits
OperatorSafe reads driver card files and explains each infringement in plain English. Drivers can sign off their own infringements, and the signed record goes into their file.
See also our guide on how to download a vehicle unit. If you would like a Transport Manager to review your drivers’ hours, 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 digital tachograph vehicle unit, step by step
- What time should a tachograph be set to? (It’s UTC)