Important Information on Manual Entries

and Record Keeping

Enforcement

The DVSA have changed their approach towards enforcement of the rules surrounding the way drivers
record their daily duties and activities from previous days and weeks. Whereas drivers or operators
were previously given warnings when a failure to keep proper historic records was identified, the DVSA
now issue fixed penalty notices or raise the matter in a referral to the traffic commissioner.
Prohibitions or roadside fixed penalties can be issued for failing to produce records or failing to keep
proper records. A failure to record could be seen as the making of a false record.

Recording other work

The DVSA makes it clear that there is now an expectation to record all other work a driver undertakes,
including any non-transport related work. This is to be recorded either via a manual entry into the digital
tachograph, on a print-out or analogue tachograph chart.

Recording rest and sick leave

Drivers must now record periods of annual or sick leave in addition to traditional breaks and rest.
This is recorded using the rest mode on the digital tachograph via a manual entry or by making a
manual record on a chart or print out paper. A daily record should be kept using these methods so one
chart or print out per day of sick/annual leave is required to be made.

The DVSA will not accept diaries, time sheets, weekly time logs, or notes on mobile devices as
evidence of rest.

All of these legally required manual records and the driver’s card must be carried by the driver in order
to be able to produce them at the roadside for the current day and the previous 28 calendar days.

Operator Responsibility

Operators should ensure they train their drivers in this new requirement and that they ensure their
drivers keep all the necessary data with them. Training in the use of making manual entries on the digital
tachograph is important as well as making sure their drivers have sufficient print out paper or analogue
charts in order to record the required information if a manual entry can’t be made.
Please note that there are only three prescribed ways to record the data and that is: manual entry on a
digital tachograph, on the reverse of a print-out from a digital tachograph or the reverse of an analogue
tachograph chart.

As well as ensuring drivers fully understand their obligations with regards to record keeping the Operator
must record all driver activities for the purpose of the Working Time Directive Legislation. This includes any
activity carried out by the driver away from a tachograph equipped vehicle. Some examples are, driving a
van with no tachograph fitted, working in the warehouse/yard, working in the office, annual leave, sick
days, maternity/paternity/adoption leave.

It is a legal requirement to record the above information and use it to monitor the driver’s working time.