How to Analyse Digital Tachograph Data (Without Expensive Software)
- stuart47304
- Jul 8
- 4 min read
Digital tachographs are a legal requirement for many commercial vehicle operators — but what do you actually do with the data they collect? For many small businesses and owner-operators, tachograph analysis feels like something only large fleets can afford to do properly.
But here’s the good news: you don’t need expensive software or a full-time transport manager to stay compliant. In this guide, we’ll show you how to analyse your digital tachograph data cost-effectively, stay on top of driver hours, and avoid DVSA scrutiny.
What Is Tachograph Data and Why Does It Matter?
Digital tachographs record key data including:
Driving time
Breaks and rest periods
Vehicle speed
Duty status (e.g., driving, other work, availability)
Vehicle activity and location
This data helps enforce EU driver hours rules and ensures drivers are not overworked or fatigued.
Analysing the data allows operators to:
Detect infringements (e.g., excessive driving, missed breaks)
Ensure compliance with legislation
Provide evidence in audits or at Public Inquiries
Identify training or performance issues
Protect against costly penalties or licence action
What Are Your Legal Duties as an Operator?
Even if you’re a one-person business or hold a Restricted Operator Licence, you’re still legally required to:
✅ Download driver card data at least every 28 days
✅ Download vehicle unit data at least every 90 days
✅ Store data securely for 12 months
✅ Analyse the data for compliance and infringement detection
✅ Act on any breaches and retain a record of corrective action
Do You Need Expensive Tachograph Software?
No. While large transport firms may invest in platforms like TruTac, Convey, or Tachomaster, smaller businesses can get by using:
Free or low-cost software tools
Spreadsheet-based systems
Manual log interpretation
Third-party analysis services (pay-as-you-go)
The key is consistency and accuracy — not flash.
Step-by-Step: Analysing Digital Tachograph Data Without Expensive Software
Step 1: Download the Data
You’ll need:
A smart card reader
A digital tachograph download tool (like a digivu or smart key)
Software to open and read .ddd files
✔️ Free tools you can use:
TachoView – Free viewer for .ddd files
OpenTacho – Open-source tachograph file reader
Tachogram – Pay-as-you-go with free trial
ChartWise Viewer – Free basic download tool
Download both:
Driver card data (insert driver card into reader)
Vehicle head unit data (connect tool to tachograph port)
Step 2: Review Key Metrics
Look for:
Metric | What to Check |
Driving time | Did the driver exceed daily or weekly limits? |
Breaks | Was a 45-minute break taken after 4.5 hours driving? |
Rest periods | Was there at least 11 hours of daily rest? |
Speeding | Were any speeds excessive or illegal? |
Multi-manning issues | Was more than one driver logged? (Unlikely for small fleets) |
Vehicle usage without a card | Driving without inserting a card is a red flag |
You don’t need to be a data analyst — just focus on red flags and non-compliance trends.
Step 3: Identify Infringements
You’re looking for violations of EU drivers’ hours rules, such as:
Driving more than 4.5 hours without a break
Exceeding 9 or 10 hours of driving per day
Skipping or shortening rest periods
Failure to take weekly rest
Driving without a valid card
Inserting someone else’s card (serious offence)
✅ Most software will highlight these with colour codes or alerts.
If you’re using a basic viewer or spreadsheet, make a table with:
Date | Infringement | Rule Broken | Action Taken |
Step 4: Keep an Infringement Log
Operators must show that they:
Detect infringements
Investigate them
Record the outcome
Retrain or discipline drivers as appropriate
For Restricted Licence holders and owner-operators, this often just means:
Logging the issue in a spreadsheet
Writing a note of corrective action
Signing and dating it
⚠️ DVSA will ask for this at audits or roadside checks.
Step 5: Use a Driver Debrief Form
If you're employing drivers (even just one), you should:
Sit down with the driver
Discuss what went wrong
Record the conversation
Have them sign a debrief form
This shows you’re proactive, not just reactive.
✅ Downloadable templates for driver debriefs are widely available online — or we can provide one as part of our compliance toolkit.
Step 6: Schedule Downloads and Reviews
To stay consistent:
Set calendar reminders every 28 days (driver) and 90 days (vehicle)
Keep download logs showing the date, time, and file name
Store files securely (backups highly recommended)
✅ Use free file-naming conventions like: drivername_2025-07-01.ddd
Low-Cost Tools for Small Operators
Tool | Description | Cost |
TachoView | Free viewer for driver and vehicle data | £0 |
Tachogram | Cloud-based analysis with alerts | From £15/mo |
Digidown Plus | Download tool for both card and VU | ~£250 (one-time) |
Smartcard Reader | USB reader for driver cards | ~£20 |
TachoTrust | Pay-as-you-go infringement reports | ~£2 per report |
✅ All of these work well for small businesses or one-person operations.
What If I Don't Analyse the Data?
Failing to analyse your digital tachograph data can lead to:
DVSA penalties for non-compliance
Loss of your Operator Licence
Increased audit risk
Public Inquiry proceedings
Fines up to £5,000
Reputational damage with clients or insurers
⚠️ Even Restricted Licence holders are not exempt from this responsibility.
What If I Drive for Myself (Owner-Operator)?
You still must:
Insert your driver card
Download data every 28 days
Analyse for breaches
Keep accurate records
Even if you’re only driving occasionally, the rules still apply. You are both driver and operator — meaning double responsibility.
Summary: Your DIY Tachograph Analysis Checklist
✅ | Task |
🔲 | Download driver card data every 28 days |
🔲 | Download vehicle unit data every 90 days |
🔲 | Use free or low-cost analysis software |
🔲 | Check for EU drivers’ hours infringements |
🔲 | Keep an infringement log |
🔲 | Hold driver debriefs where needed |
🔲 | Store data securely for 12 months |
Conclusion
You don’t need a £5,000 software subscription to keep your tachograph analysis legal. With the right tools and a consistent approach, even the smallest business can:
Avoid fines
Keep clean records
Demonstrate responsibility to DVSA
Protect their Operator Licence