Remote downloading of tachograph data – when it pays off
A missed download deadline is one of the most common breaches – and it arises not from bad faith but from forgetting. Remote downloading removes the problem by making sure nobody has to police the deadline.
What remote downloading is
With manual downloading you need physical access to the vehicle and a reader – somebody goes to the vehicle, inserts the company card and downloads the data. The same applies to the driver card, except the driver has to bring it in.
Remote downloading works differently. A device in the vehicle connected to the tachograph takes the data and sends it to a server. The vehicle does not have to come to base or even stop – downloading runs in the background.
From the point of view of your obligations nothing changes. The downloaded DDD files are the same, digitally signed, and must be retained in the same way.
Not to be confused with roadside remote checks
This gets muddled often. Smart tachographs have a function that lets an enforcement authority read selected data wirelessly from a moving vehicle and decide on that basis whether to stop it.
That is an entirely different thing from remote downloading for a company. The enforcement function serves the authorities, transmits only a limited selection of data, and the company gets nothing from it.
Remote downloading, by contrast, is a service for the transport undertaking – it transfers complete DDD files to the company's server so it can meet its duty to download and archive. Neither replaces the other.
What it requires
You need three things. A company card – without it you cannot reach the vehicle unit's data even remotely. In a remote setup the card tends to sit permanently in a reader on the server side, so it pays to have a duplicate for manual downloads.
A communication device in the vehicle connected to the tachograph, which takes the data and sends it. Wiring it in is a job for a professional, not something to do at home.
A place where the files are stored, with a backup. Remote downloading solves the transfer, but archiving and the twelve-month retention period have to be covered either way.
When it pays off and when it does not
What decides is not just the number of vehicles but how often they come back. Remote downloading pays for itself fastest with vehicles that spend long periods in the field or on a job abroad – that is exactly where deadlines get missed.
With one or two vehicles that stand in the yard overnight, manual downloading tends to be entirely sufficient. The cost of a remote solution would exceed the time saved.
With dozens of vehicles the calculation is different – not time, but risk. The more cars and cards there are, the greater the probability that a deadline slips somewhere, and that is a breach regardless of the rest of the fleet being in order.
What remote downloading will not solve
The driver card still has to be downloaded by somebody. Some solutions can also take the card if it is inserted in the tachograph, but if a driver is on holiday or otherwise away for a longer period, the 28-day interval has to be watched separately.
Evaluating the data. The files are transferred, but they do not check themselves. If nobody goes through them for exceeded driving times, you will hear about the breaches from the enforcement authority.
Responsibility. That stays with the transport undertaking regardless of the technology used to move the data.
How it fits into the whole
The recommended approach is simple: a fixed download rhythm, one place for the files with a backup, and a list of when each was last downloaded. A remote solution simplifies that process but does not replace it – it merely removes the most fragile link, which is human memory.
And a reminder worth repeating: GPS tracking has nothing to do with downloading tachograph data. SaveTrack is not a tool for managing DDD files and we do not pretend otherwise. It handles the mileage log, vehicle positions, costs and planning – the layer the tachograph does not cover.
If you are looking for a remote downloading solution, turn to a supplier of tachograph systems or to an approved workshop.
FAQ
How does remote downloading work?
A device in the vehicle connected to the tachograph takes the data and sends it to the company's server. The vehicle does not have to come to base or stop. The downloaded DDD files are the same, digitally signed.
Is it the same as a remote roadside check?
No. A remote check serves enforcement authorities, which read a limited selection of data from a moving vehicle. Remote downloading is a service for the transport undertaking and transfers complete DDD files. Neither replaces the other.
Do I need a company card for it?
Yes, without one you cannot reach the vehicle unit's data even remotely. In a remote setup the card tends to sit permanently in a reader, so it pays to have a duplicate for manual downloads.
At how many vehicles is it worth it?
It is not only the number that decides but how often the vehicles come back. With one or two cars standing in the yard overnight, manual downloading is enough. For vehicles long in the field, or for dozens of them, a remote solution pays for itself.
Does remote downloading cover the driver card too?
Partly – some solutions can also take a card inserted in the tachograph. If a driver is out of operation for a longer period, however, the 28-day interval has to be watched separately.
Does SaveTrack offer remote downloading?
No. SaveTrack is not a tool for managing tachograph data and we do not pretend otherwise. We handle the mileage log, vehicle positions, costs and planning. For remote downloading, turn to a supplier of tachograph systems or an approved workshop.
Tachograph data needs a different tool; the mileage log and fleet overview are ours. SaveTrack from €6 a month with no lock-in – write to info@savetrack.eu or call +421 908 918 880.
GPS tracking from €6/month, with a free GPS device on annual payment.
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