Best Practices for Managing Tachograph Data & Drivers’ Hours
Managing drivers’ hours and tachograph data is one of the most critical responsibilities for HGV operators. Failure to comply with the rules not only risks fines and prohibitions but can also result in reputational damage and operator licence restrictions.
Yet, in a busy transport operation, keeping track of every minute behind the wheel — and ensuring that records are accurate, complete, and regularly analysed — is no small feat. Whether you're a new operator or running an established fleet, a robust system for managing tachograph compliance is non-negotiable.
In this post, we explore the key best practices for staying on top of tachograph data and drivers’ hours in line with DVSA expectations and the current UK regulations.
Why Proper Tachograph Management Matters
Tachographs are more than just regulatory tools — they’re central to managing road safety, fatigue, scheduling, and operational efficiency.
Non-compliance can lead to:
Fixed penalties and prohibitions at the roadside
DVSA investigations and public inquiries
Increased insurance premiums
Loss of operator repute and licence curtailment
Proper management helps reduce risk, improve scheduling, and support a culture of accountability across your driving team.
UK Drivers’ Hours Rules: A Quick Recap
While drivers must be trained in hours regulations, it's vital that fleet managers also understand the basics:
Daily driving limit: 9 hours (can be extended to 10 hours twice a week)
Weekly driving limit: 56 hours
Fortnightly driving limit: 90 hours over two weeks
Breaks: 45 minutes after 4.5 hours of driving (can be split 15 then 30)
Daily rest: Minimum of 11 hours (can be reduced to 9 hours three times a week)
Weekly rest: At least 45 hours (reduced to 24 hours every other week)
Operators are responsible for ensuring drivers stick to these rules — ignorance is no defence.
1. Use Digital Tachograph Analysis Software
Manual data handling is not only time-consuming but also prone to human error. Invest in a digital tachograph analysis system to:
Download data from driver cards and vehicle units efficiently
Automate compliance reports
Flag infringements, rest violations, and missing mileage
Provide insight into driver behaviour trends
Popular platforms include Tachomaster, Smartanalysis, and TruTac, among others.
2. Set a Strict Download Schedule
DVSA guidelines require that you download:
Driver card data at least every 28 days
Vehicle unit data at least every 90 days
Best practice, however, is to download both every 7–14 days. This allows you to identify and address problems quickly.
Tip: Use remote downloading tools where possible to save time and ensure consistency.
3. Review and Act on Infringements
Simply collecting tachograph data isn’t enough. Operators must actively review infringements and take corrective action.
Discuss breaches with the driver and document the conversation
Issue warnings if appropriate
Re-train drivers with persistent issues
Record all actions in a compliance file
A good system will allow you to log this follow-up and generate reports for audits.
4. Educate and Support Your Drivers
Drivers may struggle with rest calculations, multi-manning, or ferry exceptions — especially if they switch between UK and EU regulations.
Run refresher training on hours rules
Provide simple reference guides in cabs
Make tachograph operation part of your induction process
Encourage open dialogue when drivers are unsure
An informed driver is your first line of defence in maintaining compliance.
5. Keep Accurate Manual Entries
Where automatic recordings are not possible — such as during rest, annual leave, or other work — drivers must make manual entries.
Incorrect or missing manual inputs are a red flag during inspections.
Tip: Provide training on how to input manual activities and use the tachograph properly at the start and end of shifts.
6. Monitor for Missing Mileage and Driver Card Abuse
Missing mileage (kilometres driven without a driver card inserted) is a common issue flagged during inspections.
To tackle this:
Cross-check mileage logs regularly
Investigate gaps or unusual usage
Have policies in place for reporting and explaining anomalies
7. Store Data Securely and in Line with DVSA Rules
Operators must keep tachograph data:
For at least 12 months
In a secure and retrievable format
Available for inspection at short notice
Cloud-based storage systems with automatic backups can help safeguard your records.
8. Conduct Internal Audits
Regularly audit your tachograph process to spot compliance gaps before the DVSA does. Audits should include:
Sampling records
Reviewing missed downloads
Checking infringement follow-ups
Verifying policy adherence
Outsourcing audits to a transport compliance consultant can offer added assurance and insight.
Final Thoughts
Effective management of tachograph data and drivers’ hours is a non-negotiable aspect of HGV compliance. By embracing digital tools, training your drivers, and embedding robust processes, you can ensure your operation remains safe, legal, and DVSA-ready at all times.
With enforcement becoming increasingly data-driven, operators that proactively manage hours and tachograph data will be better placed to handle inspections — and avoid costly penalties. Prioritise this area of your business and you’ll not only improve compliance but also boost your operational performance and driver satisfaction.