Electronic Work Diary

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Electronic Work Diary

Heavy vehicle drivers must record their working hours, rest hours, and transportation data to synchronise and make work data trackable.

Earlier, drivers would maintain a written diary and record their data, which was time-consuming, prone to errors, and often became hectic and challenging.

But now, with the introduction of electronic logbooks, they will have a choice in keeping the record of their working hours, records for vehicle operating data, and other transportation activities in an accessible digital and safe format.


Electronic Work Diary

What is an Electronic Work Diary?

An electronic diary or logbook helps create a safer work environment in your supply chain or logistics company.

You can easily track the Hours of Service (HOS) compliance of your commercial motor carriers.

It synchronises with a vehicle’s engine to record the driver’s on-duty and off-duty time and helps keep accurate records for vehicle operating data and driver activities. Moreover, it can save your supply chain or logistics company time and money in the long run.

An electronic work diary can be a small computer tablet installed in a truck with mobile capabilities.

The system helps in many ways, like data collection sensors attached to the motor vehicle to record the speed and other vehicle parameters.

The registered vehicle and driver data can be feasibly tracked from an office or reviewed during a vehicle inspection.It will make your company more compliant with the Chain of Responsibility (CoR) laws.

This article will outline how electronic logbooks work, advance fatigue management in drivers and how it helps maximise the overall operational efficiency of the fleet.

When and Why Are Electronic Logbooks Required?


The Electronic logbook rule came into law on February 16, 2016. And the compliance date, when the use of electronic logbooks in the described applications becomes mandatory, is December 18, 2017.

As a commercial vehicle driver, driving with tiredness and sleepiness has become the primary cause of significant accidents; this issue came to the attention of the governing authorities and fleet owners.

This issue led to restricting the driver’s hours of service, and drivers had to keep a log so that their driving hours do not exceed the assigned.

Those driver diaries are not always accurate because a manual logbook has the possibility of human errors. Further, an employee can try to manipulate hours due to constraint pressures from employers.

It is why the electronic logbook approved by the National Heavy Vehicle Regulator can be the perfect replacement of driver diary with electronic recording, performed automatically to ensure accuracy.

What Are the Benefits of an Electronic Logbook?


There are many supply chain, fleet management and logistics companies seeing benefits of electronic logbooks to comply with federal instructions (such as CoR laws).

While doing so, they have reduced their operational costs, saved time, and enhanced productivity.

Electronic logbooks can offer a substantial return on investment, especially by reducing fuel costs. It can help identify dangerous driving like speeding, hard braking, and lousy driving patterns and correct them to save fuel costs.

Moreover, with a digital logbook, you allow drivers to spend more time behind the wheels and driving and less time doing the paperwork. It even reduces the sudden repair requirements to reduce the downtime of vehicles and drivers at a minimum.

Hence, the primary benefit is ensuring safe operations and encouraging drivers to take the breaks they need (standard fatigue management). It helps the drivers and the companies to hold them accountable to HOS regulations.

How Do Electronic Logbooks Help in Driver Fatigue Management?


Driver fatigue is a security risk for the transport industry. And, the primary reasons that cause fatigue in drivers are not having enough sleep, driving at night, working late, or doing overtime.

It is essential to be aware of the signs of fatigue.

Fatigue has been reported as one of the highest regulatory aspects of the transport and logistics industry due to the severe consequences of working while suffering from fatigue.

Suppose the drivers have been awake for 24 hours. They have more chances to have an accident. Moreover, they have to maintain the written document that might add extra stress on them.

So it is essential to be aware of fatigue management — and electronic logbooks have been a great help in that.

With an electronic logbook, drivers get real-time feedback for the following rest breaks required according to the fatigue rules. Drivers also get the event, rule, and historic breakdowns for a better understanding of fatigue management.

The logbook displays insights into dangerous behaviour or unjustifiable schedules; this reduces the overall risk by notifying the drivers about when they should take a break to find a stop for resting.

An electronic logbook, upon installation, simplifies fatigue management by offering insights on safety for long-distance driving — which is common in supply chain and logistics companies.

How Do Electronic Logbooks Work?


Electronic logbooks synchronise with a vehicle’s engine and record the accurate driver’s on-duty and off-duty time. As regulatory compliance, electronic logbooks help to accurately monitor and transfer HOS data to designated safety officials of the company.

Electronic logbooks work in a digital format, so nobody is forced to type out manual entries. However, when the driver starts a vehicle, they have to enter the PIN to identify themselves.

The next step is to select the purpose of the trip from a range of categories. After this step, the logbook entry is complete, and the data goes into an FBT report.

The finance department can quickly assess whether to claim statutory fraction or operational cost.

The electronic logbooks automatically record a vehicle’s location, duty status, fuel level, configurations, vehicle speed, engine hours, miles, driver identification, authenticated users, and motor carriers.

In addition, using electronic logbooks can significantly increase the equipment’s life cycle and turnaround time. Some electronic logbooks offer geofence reporting, which records visits, turnaround time, and even more.

In a nutshell:

  • Using an electronic logbook is easy.
  • Drivers can easily log into their hours of service on the device through their driver account.
  • Drivers can select a vehicle and trailer, choose or change their duty statuses, such as driving, On-Duty, or personal conveyance.
  • Equipping the vehicle with an electronic logbook removes the burden of tracking drivers’ HOS while improving drivers and vehicles’ safety.

In Conclusion


Electronic logbooks are approved by NHVR and offer a simple way to improve drivers’ efficiency and decrease fuel costs. Additionally, it eases the reporting and analytics capabilities and makes your company CoR laws compatible that improve operational efficiencies.

Hence, you should use an electronic logbook over maintaining the manual driver diary for your drivers and company.

It would save time, money, manual-diary-maintenance hassle, and contribute to drivers and road safety.