Smart tachographs: dispelling the myths
Mark Lewin, director at transport compliance experts Novadata, discusses the introduction of version 2 smart tachographs and driver cards
Talking to our many delegates on Transport Manager CPC Refresher, OLAT, and even Driver CPC courses, it is clear that there is some confusion surrounding the introduction of version 2 of smart tachograph technology with its multiple deadlines for compliance.
Some believe that all tachographs must be changed eventually, while others are unaware of the implications for the analysis of tachograph data and robust record keeping.
Since the spring of 2023, the DVLA has been issuing driver cards which are compatible with version 2 smart tachographs. This was understandable, because we were told, as an industry, that it would be compulsory for all new LGV vehicles, or PCV vehicles requiring a tachograph, to be fitted with a version 2 smart tachograph from 21 August 2023.
However, supply of the new smart tachographs has not been able to match demand, so there has been a delay in this being applied for new vehicles travelling in the UK only. Unsurprisingly, this has caused more confusion.
Eventually all new vehicles will indeed be fitted with version 2 smart tachographs, but the deadline for new vehicles used in the UK alone has now been deferred to 21 February 2024. We will have to see whether supply and demand can be matched by that date, or we could see a further delay as it approaches.
However, the new version 2 smart tachograph compatible driver cards that the DVLA has already started to issue will require version 2 smart tachograph compatible download tools immediately, whether you are using one of the newest tachographs or an older model.
This will mean that even if you are not yet required to have a version 2 smart tachograph in your vehicle, you may need a download device that is version 2 compatible. Depending on the age of your current download device, this may be addressed with a software update; some older devices will need to be replaced. You should check this as soon as you receive a new driver card and update your download equipment promptly, to ensure that you don’t miss any deadlines.
Currently, all new vehicles which are to be used for overseas travel must be fitted with a version 2 smart tachograph, in accordance with the original August 2023 deadline. So, if you do intend to use the vehicle for overseas journeys, you should make sure that your new vehicle has been factory fitted with a version 2 smart tachograph.
Version 2 smart tachographs will eventually be retrofitted to some older vehicles. However, for the most part, this is only if they are used for overseas transport, which will include journeys to the Republic of Ireland.
Older vehicles with a non-smart tachograph must be retrofitted with a version 2 smart tachograph by 31 December 2024 if they are used for journeys outside the UK. However, if the vehicle is only used for domestic journeys, you will not need to change the tachograph.
Similarly, if you have a vehicle with a version 1 smart tachograph, and you use your vehicle to travel overseas, you 
will be required to update the tachograph to a version 2 smart tachograph by August 2025. Again, if you only use it for domestic journeys, you will not need to change the tachograph.
In reality the vast majority of the clients with whom we deal will not be required to change their tachograph. However, if you are issued with a new driver card for any reason, the new one will be version 2 compatible, so you will almost certainly need to update your download device and ensure that your data can be analysed to form robust records to fulfil your O-licence undertakings.
We already have quite a few operators and drivers who still struggle with aspects of tachograph usage; particularly in the case of making accurate manual entries.
A couple of years ago, the acceptable formats for record keeping changed to exclude some much-used formats, such as diaries. It has taken some time for the industry to get used to these changes, and we definitely saw an uptake in bookings for Transport Manager CPC Refresher and specific Digital Tachographs for Managers courses as a result.
One thing that is certain, is that correct use of tachographs, no matter what the make or model, is a requirement for all drivers and operators.
With a renewal deadline for periodic Driver CPC training looming for many LGV drivers in September 2024, it is very sensible to ensure that you include a seven-hour module on drivers’ hours and tachographs in the total of 35 hours which must be completed.
Equally important, transport managers and O-licence holders should also be aware of best practice and the new version 2 technology, in order to ensure that their drivers are aware of and able to operate the new version 2 smart tachographs correctly. Therefore, if it has been a few years since you attended a Transport Manager CPC Refresher or OLAT course, now could be the best time to do so.
If you have recently attended either of these, you may still wish to brush up your specific tachograph knowledge by attending a Digital Tachographs for Managers course, which will help to ensure that you are up to date with Version 2 technology and industry best practice, so you can pass your knowledge onto colleagues.
Eventually, almost all vehicles which require a tachograph will use smart technology, so the sooner we understand and use it correctly, maintaining our overall compliance as an industry, the better.
