2007D0756 — EN — 01.01.2014 — 003.003

This document is meant purely as a documentation tool and the institutions do not assume any liability for its contents

Amended by:

Corrected by:

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COMMISSION DECISION

of 9 November 2007

adopting a common specification of the national vehicle register provided for under Articles 14(4) and (5) of Directives 96/48/EC and 2001/16/EC

(notified under document number C(2007) 5357)

(2007/756/EC)

Article 1

The common specifications of the National Vehicle Register in accordance with Article 14(5) of Directive 96/48/EC and Article 14(5) of Directive 2001/16/EC, as set out in the Annex, are hereby adopted.

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Article 1a

Appendix 6 of the Annex of this Decision shall apply from 1 January 2014.

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Article 2

When registering vehicles after the entry into force of this Decision, Member States shall use the common specifications laid down in the Annex.

Article 3

Member States shall register existing vehicles as provided for in section 4 of the Annex.

Article 4

1.  In accordance with Article 14(4)(b) of Directive 96/48/EC and Article 14(4)(b) of Directive 2001/16/EC, Member States shall designate a national body which shall be responsible for the keeping and updating of the National Vehicle Register. This body can be the National Safety Authority of the Member State concerned. Member States shall ensure that these bodies cooperate and share information in order to ensure that data changes are communicated in a timely manner.

2.  Member States shall inform the Commission and the other Member States, within one year of the entry into force of this decision, of the body designated in accordance with paragraph 1.

Article 5

1.  Rolling stock placed in service for the first time in Estonia, Latvia or Lithuania and intended to be used outside the European Union as part of common 1 520 mm rail system wagons fleet shall be registered in both the NVR and the Information Database of the Council of Railway Transport of the Commonwealth of Independent States. In this case, the 8-digit numbering system may be applied instead of the numbering system specified in the Annex.

2.  Rolling stock placed in service for the first time in a third country and intended to be used inside the European Union as part of the common 1 520 mm rail system wagons fleet shall not be registered in the NVR. However, in conformity with article 14(4) of Directive 2001/16/EC, it must be possible to retrieve information listed in Article 14(5)(c), (d) and (e) from the Information Database of the CIS Council of Railway Transport.

Article 6

This Decision is addressed to the Member States.

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ANNEX

1.   DATA

The data format of the national vehicle register (hereinafter referred to as ‘NVR’) is as follows.

The item numbering follows the logic of the proposed standard registration form in Appendix 4.

In addition, field(s) may be added such as comments, identification of vehicles under investigation (see Section 3.4), etc.

2.   ARCHITECTURE

2.1.    Links with other registers

Several registers are being set up partly as a consequence of the new EU regulatory regime. The table below summarises which registers and databases might have links with the NVR when they are implemented.

It is not possible to wait for all registers to be ready before implementing the NVR. Therefore, the specification of the NVR must allow for later interfacing with these other registers. To this end:

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The architecture of the whole system, as well as the links between the NVR and other registers, will be defined in such a way as to allow retrieval of the requested information when necessary.

2.2.    The EU global NVR architecture

The NVR registers will be implemented by means of a decentralised solution. The objective is to implement a search engine for distributed data, using a common software application, to allow users to retrieve data from all the Local Registers (LR) in the Member States.

NVR data will be stored at national level and will be accessible using a web-based application (with its own web address).

The European Centralised Virtual Vehicle Register (EC VVR) will be composed of two sub-systems:

Figure 1

EC-VVR architecture

This architecture is based on two complementary sub-systems to enable searches on data stored locally in all Member States. It will:

The main principles of this architecture are as follows:

The Agency will make available to the REs the following installation files and documents to be used for setting up the sNVR and TE and for connecting them to the central VVR:

3.   OPERATING MODE

3.1.    Use of the NVR

The NVR is to be used for the following purposes:

3.2.    Application forms

3.2.1.    Application for registration

The form to be used is in Appendix 4.

The entity applying for vehicle registration ticks the ‘New registration’ box. It then fills in the first part of the form with all the necessary information from item 2 to item 9 and item 11 and then forwards it to the:

3.2.2.    Registering a vehicle and issuing a European Vehicle Number.

In the case of first registration, the RE concerned issues the European Vehicle number.

It is possible to have a separate registration form per vehicle or a single form for a whole set of vehicles of the same series or order with a list of the vehicle numbers attached.

The RE must take reasonable steps to ensure the accuracy of the data it enters in the NVR. To this end the RE can request information from other REs, in particular when the entity applying for registration in a Member State is not established in that Member State.

3.2.3.    Changing one or more registration item(s)

The entity applying for a change to its vehicle registration item(s):

The use of the standard form might not be sufficient for certain cases. If necessary, the RE concerned may therefore submit additional documents in either paper or electronic form.

Unless otherwise specified in the registration documents, the keeper of the vehicle is considered to be the ‘registration holder’ in the meaning of Article 33(3) of Directive 2008/57/EC.

Should a keeper change, it is the responsibility of the currently registered keeper to notify the RE and the RE has to notify the new keeper of the change of registration. The former keeper is removed from the NVR and relieved of its responsibilities only when the new keeper has acknowledged its acceptance of keeper status. If on the date of de-registration of the currently registered keeper no new keeper has accepted the keeper status, the registration of the vehicle is suspended.

In cases where, in accordance with the OPE TSI, due to technical changes, the vehicle has to be given a new EVN, the registration holder shall inform of these changes and, if applicable, of the new authorisation for placing in service the RE of the Member State where the vehicle is registered. This RE shall assign to the vehicle a new EVN.

3.2.4.    Withdrawal of registration

The entity applying for withdrawal of registration ticks the ‘Withdrawal’ box. It then fills in item No 10 and forwards the form to the REs of all the Member States where the vehicle is registered.

The RE delivers the withdrawal registration by filling in the date of withdrawal and acknowledging the withdrawal to the entity.

3.2.5.    Authorisation in several Member States

3.3.    Access rights

The access rights to data of an NVR from a given Member State ‘XX’ are listed in the table below, in which the access codes are defined as follows:

3.4.    Historical records

All data in the NVR must be retained for 10 years from the date of withdrawal of a vehicle registration. As a minimum, data must be available online for the first 3 years. After 3 years, data may be kept either electronically, in paper form or in any other archiving system. If at any time during the 10-year period an investigation involving a vehicle or vehicles is started, data relating to these vehicles must be retained beyond the 10-year period if so required.

After withdrawal of a vehicle registration, any of the registration numbers assigned to the vehicle must not be assigned to any other vehicle for 100 years from the date the vehicle is withdrawn.

Any changes in the NVR should be recorded. The management of historical changes could be addressed by IT solutions.

4.   EXISTING VEHICLES

4.1.    Data content

The 13 data items retained are listed below, with an indication as to which are compulsory and which are not.

4.1.1.    Item No 1 — European Vehicle Number (Compulsory)

(a)   Vehicles already possessing a 12-digit number

Countries where there is a unique country code:

These vehicles should keep their current number. The 12-digit number should be registered as such without any modification.

Countries where there is both a main country code and a previously allocated specific code:

These vehicles should keep their current number. The 12-digit number should be registered as such without any modification ( 4 ).

The IT system has to consider both codes (main country code and specific code) as relating to the same country.

(b)   Vehicles without a 12-digit number

A two-step procedure applies.

4.1.2.    Item No 2 — Member State and NSA (Compulsory)

The item ‘Member State’ must always refer to the Member State where the vehicle is registered in its NVR. For vehicles from third countries, this item refers to the first Member State that authorised the vehicle to be placed in service on the European Union rail network. The item ‘NSA’ refers to the entity that delivered the authorisation for placing the vehicle in service.

4.1.3.    Item No 3 — Manufacturing Year

Where the manufacturing year is not known precisely, the approximate year should be entered.

4.1.4.    Item No 4 — EC Reference

Normally such a reference does not exist for existing vehicles except for a handful of HS RS. To be recorded only if available.

4.1.5.    Item No 5 — Reference to the ERATV

To be recorded only if available.

Until ERATV is set up, reference may be made to the Rolling Stock Register (Article 22a of Council Directive 96/48/EC ( 5 ) and Article 24 of Directive 2001/16/EC of the European Parliament and of the Council ( 6 )).

4.1.6.    Item No 6 — Restrictions

To be recorded only if available.

4.1.7.    Item No 7 — Owner (Compulsory)

Compulsory and normally available.

4.1.8.    Item No 8 — Keeper (Compulsory)

Compulsory and normally available. The VKM (unique code as indicated in the VKM register) must be entered if the keeper has it.

4.1.9.    Item No 9 — Entity in charge of maintenance (Compulsory)

This item is compulsory.

4.1.10.    Item No 10 — Withdrawal

Applicable as appropriate.

4.1.11.    Item No 11 — Member States where the vehicle is authorised

Normally, RIV wagons, RIC coaches and vehicles under bilateral or multilateral agreements are registered as such. If this information is available it should be recorded accordingly.

4.1.12.    Item No 12 — Authorisation number

To be recorded only if available

4.1.13.    Item No 13 — Placing in service (Compulsory)

Where the date of placing into service is not known precisely, the approximate year should be entered.

4.2.    Procedure

The entity previously responsible for vehicle registration is to make all information available to the NSA or RE of the country where it is located.

Existing freight wagons and passenger cars are to be registered only in the NVR of the Member State where the former registration entity was located.

If an existing vehicle had been authorised in several Member States, the RE that registers this vehicle sends the relevant data to the REs of the other Member States concerned.

The NSA or RE includes the information in its NVR.

The NSA or RE informs all the parties involved when the information transfer is completed. At least the following entities are to be informed:

Appendix 1

RESTRICTION CODING

1.   PRINCIPLES

Restrictions (technical characteristics) already recorded in other registers to which NSAs have access do not need to be repeated in the NVR.

Acceptance in cross-border traffic is based on:

Therefore, such information does not need to be repeated in the NVR.

2.   STRUCTURE

The codes are structured in three levels:

Appendix 2

STRUCTURE AND CONTENT OF THE EIN

Code for the harmonised numbering system, called European Identification Number (EIN), for Safety Certificates and other documents

Example:

FIELD 1 —   COUNTRY CODE (TWO LETTERS)

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The codes are those officially published and updated on the European website in the Interinstitutional style guide (http://publications.eu.int/code/en/en-5000600.htm)

The code for multinational safety authorities should be composed in the same way. Currently there is only one authority: the Channel Tunnel Safety Authority. It is proposed to use the following code:

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FIELD 2 —   TYPE OF DOCUMENT (TWO-DIGIT NUMBER)

Two digits allow the type of document to be identified:

This numbering system can be extended when other codes are needed. The following list is a proposed list of known, possible combinations of two-digit numbers plus combinations for authorisation of the placing in service of vehicles:

FIELD 3 —   ISSUE YEAR (FOUR-DIGIT NUMBER)

This Field indicates the year (in the specified format yyyy, i.e. four digits) in which the authorisation was issued.

FIELD 4 —   COUNTER

The counter is a progressive number incremented by one unit each time a document is issued, regardless if it is a new, renewed or updated/amended authorisation. Even where a certificate is revoked or an authorisation is suspended, its number cannot be used again.

Every year the counter restarts from zero.

Appendix 3

WITHDRAWAL CODING

Use of codes

Registration issues

Appendix 4

STANDARD FORM FOR REGISTRATION

Appendix 5

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Appendix 6

PART ‘0’ —    VEHICLE IDENTIFICATION

General remarks

This appendix describes the European Vehicle Number and linked marking applied in a visible manner on the vehicle to identify it uniquely and in a permanent manner during operation. It does not describe other numbers or markings eventually engraved or fixed in a permanent manner on the chassis or the main components of the vehicle during its construction.

European Vehicle number and linked abbreviations

Each railway vehicle receives a number consisting of 12 figures (called European Vehicle Number (EVN)) with the following structure:

In a given country, the 7 digits of technical characteristics and serial number are sufficient to identify uniquely a vehicle inside the groups of hauled passenger vehicles and special vehicles ( 10 ).

Alphabetical markings complete the number:

The European Vehicle Number shall be changed when it does not reflect the interoperability capability or technical characteristics according to this Appendix due to technical modifications of the vehicle. Such technical modifications may require a new placing in service according to Articles 20 to 25 of Directive 2008/57/EC.

PART 1 —   VEHICLE KEEPER MARKING

1.    Definition of the Vehicle Keeper Marking (VKM)

A Vehicle Keeper Marking (VKM) is an alphabetic code, consisting of 2 to 5 letters ( 11 ). A VKM is inscribed on each rail vehicle, near the European Vehicle Number. The VKM identifies the Vehicle Keeper as registered in a National Vehicle Register.

A VKM is unique and valid in all countries covered by this TSI and all countries that enter into an agreement that involves the application of the system of vehicle numbering and VKM as described in this TSI.

2.    Format of the Vehicle Keeper Marking

The VKM is representation of the full name or abbreviation of the vehicle keeper, if possible in a recognisable manner. All 26 letters of the Latina alphabet may be used. The letters in the VKM are written in capitals. Letters that do not stand for first letters of words in the keeper’s name may be written in lower case. For checking uniqueness, the letters written in lower case will be taken as written in capitals.

Letters may contain diacritical signs ( 12 ). Diacritical signs used by these letters are ignored for checking uniqueness.

For vehicles of keepers that reside in a country that does not use the Latin alphabet, a translation of the VKM in its own alphabet may be applied behind the VKM separated from it by a slash-sign (‘/’). This translated VKM is disregarded for data-processing purposes.

3.    Provisions about allocation of Vehicle Keeper Markings

A vehicle keeper can be issued more than one VKM, in case:

A single VKM can be issued for a group of companies:

4.    Register of Vehicle Keeper Markings and procedure for allocation

The register of VKM is public and updated on a real time basis.

An application for a VKM is filed with the applicant’s competent national authority and forwarded to the ERA. A VKM can be used only after publication by the ERA.

The holder of a VKM must inform the competent national authority when he ends the use of a VKM, and the competent national authority will forward the information to the ERA. A VKM will then be revoked once the keeper has proved that the marking has been changed on all vehicles concerned. It will not be reissued for 10 years, unless it is reissued to the original holder or at his request to another holder.

A VKM can be transferred to another holder, which is the legal successor to the original holder. A VKM stays valid when the VKM’s holder changes his name to a name that does not bear resemblance to the VKM.

In case of a change of keeper which entails a change of VKM, the vehicles concerned must be marked with the new VKM within three months from the date of registration of the change of keeper in the National Vehicle Register. In case of inconsistency between the VKM marked on the vehicle and the data registered in the NVR, the NVR-registration supersedes.

PART 2

Not used

PART 3 —   RULES FOR THE DETERMINATION OF THE CHECK-DIGIT (DIGIT 12)

The check-digit is determined in the following manner:

Examples:

PART 4 —   CODING OF THE COUNTRIES IN WHICH THE VEHICLES ARE REGISTERED (DIGITS 3-4 AND ABBREVIATION)

The Information relating to third countries is given for information purposes only.

PART 5

Not used

PART 6 —   INTEROPERABILITY CODES USED FOR WAGONS (DIGITS 1-2)

PART 7 —   INTERNATIONAL TRAFFIC ABILITY CODES USED FOR HAULED PASSENGER VEHICLES (DIGITS 1-2)

PART 8 —   TYPES OF TRACTIVE ROLLING STOCK AND UNITS IN A TRAIN SET IN FIXED OR PRE-DEFINED FORMATION (DIGITS 1-2)

The first digit is ‘9’.

If the second digit describes the type of tractive stock, following coding is mandatory:

PART 9 —   STANDARD NUMERICAL MARKING OF WAGONS (DIGITS 5 TO 8)

Part 9 indicates the numerical marking associated to the main technical characteristics of the wagon and it is published on the ERA website (www.era.europa.eu).

An application for a new code is filed with the registering entity (as referred to in Decision 2007/756/EC) and sent to the ERA. A new code can be used only after publication by the ERA.

PART 10 —   CODES FOR THE TECHNICAL CHARACTERISTICS OF THE HAULED PASSENGER STOCK (DIGITS 5-6)

Part 10 is published on the ERA website (www.era.europa.eu).

An application for a new code is filed with the registering entity (as referred to in Decision 2007/756/EC) and sent to the ERA. A new code can be used only after publication by the ERA.

PART 11 —   CODES FOR THE TECHNICAL CHARACTERISTICS OF THE SPECIAL VEHICLES (DIGIT 6 TO 8)

Part 11 is published on the ERA website (www.era.europa.eu).

An application for a new code is filed with the registering entity (as referred to in Decision 2007/756/EC) and sent to the ERA. A new code can be used only after publication by the ERA.

PART 12 —   LETTER MARKING FOR WAGONS EXCLUDING ARTICULATED AND MULTIPLE WAGONS

Part 12 is published on the ERA website (www.era.europa.eu).

An application for a new code is filed with the registering entity (as referred to in Decision 2007/756/EC) and sent to the ERA. A new code can be used only after publication by the ERA.

PART 13 —   LETTER MARKING FOR HAULED PASSENGER STOCK

Part 13 is published on the ERA website (www.era.europa.eu).

An application for a new code is filed with the registering entity (as referred to in Decision 2007/756/EC) and sent to the ERA. A new code can be used only after publication by the ERA.

( 1 ) OJ L 235, 17.9.1996, p. 6. Directive as last amended by Commission Directive 2007/32/EC (OJ L 141, 2.6.2007, p. 63).

( 2 ) OJ L 110, 20.4.2001, p. 1. Directive as last amended by Commission Directive 2007/32/EC).

( 3 ) OJ L 164, 30.4.2004, p. 1, as corrected by OJ L 220, 21.6.2004, p. 3.

( 4 ) However, any new vehicles placed in service for AAE, BLS, FNME and GySEV/ROeEE are to be given the standard country code.

( 5 ) OJ L 235, 17.9.1996, p. 6.

( 6 ) OJ L 110, 20.4.2001, p. 1.

( 7 ) OJ L 359, 18.12.2006, p. 1.

( 8 ) OJ L 84, 26.3.2008, p. 1.

( 9 ) OJ L 280, 26.10.2010, p. 29.

( 10 ) For special vehicles, the number has to be unique in a given country with the first digit and the 5 last digits of the technical characteristics and serial number.

( 11 ) For NMBS/SNCB, the use of an encircled single letter B can be continued.

( 12 ) Diacritical marks are ‘accent-signs’, such as in À, Ç, Ö, Č, Ž, Å etc. Special letters such as Ø and Æ will be represented by a single letter; in tests for uniqueness Ø is treated as O and Æ as A.