ANNEX

1.   DATA

The following list presents the proposed data format of the NVR.

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

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

1.	European Vehicle Number	Compulsory
Content	Numeric identification code as defined in Annex P of the TSI on ‘traffic operation and management’ (hereafter OPE TSI) (1).
Format	1.1. Number	12 digit (*1)
	1.2. Previous number (if applicable, for renumbered vehicle)	12 digit (*1)
2.	Member State and NSA	Compulsory
Content	Identification of the Member State and NSA where the vehicle has been authorised. For vehicles coming from a third country, the MS where it was authorised.
Format	2.1. Member State numeric code as defined in Annex P of OPE TSI	a 2-digit code
	2.2. Name of the NSA	Text
3.	Manufacturing year	Compulsory
Content	The year in which the vehicle left the factory.
Format	3. Manufacturing year	YYYY
4.	EC reference	Compulsory
Content	References to the ‘EC’ declaration of verification and the issuing body (the contracting entity).
Format	4.1. Date of the declaration	Date
	4.2. EC reference	Text
	4.3. Name of the issuing body (contracting entity)	Text
	4.4. Registered business number	Text
	4.5. Address of the organisation, street and number	Text
	4.6. Town	Text
	4.7. Country code	ISO
	4.8. Postcode	Alphanumeric code
5.	Reference to the Register of Rolling Stock	Compulsory
Content	Reference to the entity in charge of the register of RS (2).
Format	5.1. Entity in charge of the register	Text
	5.2. Address of the entity, street and number	Text
	5.3. Town	Text
	5.4. Country code	ISO
	5.5. Postcode	Alphanumeric code
	5.6. E-mail address	E-mail
	5.7. Reference allowing the retrieval of the relevant technical data of the Rolling Stock register	Alphanumeric code
6.	Restrictions	Compulsory
Content	Any restrictions on how the vehicle may be used.
Format	6.1. Coded restricitons (see Appendix 1)	Code
	6.2. Non-coded restrictions	Text
7.	Owner	Optional
Content	Identification of the owner of the vehicle.
Format	7.1. Name of the organisation	Text
	7.2. Registered business number	Text
	7.3. Address of the organisation, street and number	Text
	7.4. Town	Text
	7.5. Country code	ISO
	7.6. Postcode	Alphanumeric code
8.	Keeper	Compulsory
Content	Identification of the keeper of the vehicle.
Format	8.1. Name of the organisation	Text
	8.2. Registered business number	Text
	8.3. Address of the organisation, street and number	Text
	8.4. Town	Text
	8.5. Country code	ISO
	8.6. Postcode	Alphanumeric code
	8.7. VKM – optional	Alphanumeric code
9.	Entity in charge of maintenance	Compulsory
Content	Reference to the entity in charge of the maintenance (3).
Format	9.1. Entity in charge of the maintenance	Text
	9.2. Address of the entity, street and number	Text
	9.3. Town	Text
	9.4. Country code	ISO
	9.5. Postcode	Alphanumeric code
	9.6. E-mail address	E-mail
10.	Withdrawal	Compulsory when applicable
Content	Date of official scrapping and/or other disposal arrangement and the code for the withdrawal mode.
Format	10.1. Mode of disposal (see Appendix 3)	2-digit code
	10.2. Withdrawal date	Date
11.	MS where the vehicle is authorised	Compulsory
Content	List of the MS where the vehicle is authorised.
Format	11. Member State numeric code as defined in Annex P.4 of OPE TSI	List
12.	Authorisation number	Compulsory
Content	Harmonised authorisation number for placing in service, generated by NSA.
Format	12. Authorisation number	Alphanumeric code based on EIN, see Appendix 2.
13.	Authorisation of placing in service	Compulsory
Content	Date of authorisation for placing in service (4) of the vehicle and its validity.
Format	13.1. Date of the authorisation	Date (YYYYMMDD)
	13.2. Authorisation valid until	Date (included)
	13.3. Suspension of authorisation	Yes/No

2.   ARCHITECTURE

2.1.   Links with other registers

Several registers are being set up 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.

Register or Databases	Entity responsible for	Other entities having access to
NVR (Interoperability Directives)	RE (5)/NSA	Other NSA/RE/RU/IM/IB/RB/Keeper/Owner/ERA/OTIF
RRS (Interoperability Directives)	To be decided by Member States	RU/IM/NSA/ERA/OTIF/Keeper/Workshops
RSRD (TAF TSI & SEDP)	Keeper	RU/IM/NSA/ERA/Keeper/Workshops
WIMO (TAF TSI & SEDP)	Not yet decided	RU/IM/NSA/ERA/Keeper/Workshops/User
Railway rolling stock registry (6) (Cape Town Convention)	Registrar	Public
OTIF register (COTIF 99 — ATMF)	OTIF	Competent Authorities/RU/IM/IB/RB/Keeper/Owner/ERA/OTIF Sec.

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

—	RRS: reference is made to this in the NVR, by mentioning the entity responsible for the RRS. The key for linking both registers shall be item No 5.7,

—	RSRD: this includes some ‘administrative’ items of the NVR. Under specification within the TAF TSI SEDP. The SEDP shall take account of the NVR specification,

—	WIMO: this includes data from RSRD and maintenance data. No link with the NVR is foreseen,

—

VKMR: this should be managed by ERA and OTIF in cooperation (ERA for the EU and OTIF for all non-EU OTIF Member States). The keeper is recorded in the NVR. The TSI OPE specifies other global central registers (such as vehicle type codes, interoperability codes, country codes, etc.) that should be managed by a ‘central body’ resulting from a cooperation of ERA and OTIF,

—

railway rolling stock registry (Cape Town Convention): this is a registration of financial information related to mobile equipment. This register may be developed as a result of the Diplomatic conference to be held in February 2007. There is a possible link because the UNIDROIT register needs information on the vehicle number and owner. The key for linking both registers shall be the EVN,

—	OTIF register: the OTIF register will be specified taking account of this Decision and the other EU registers.

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

2.2.   The EU global NVR architecture

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

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

The European Centralised Virtual Vehicle Register (EC VVR) is composed of two subsystems:

—	the Virtual Vehicle Register (VVR), which is the central search engine in ERA,

—	the National Vehicle Register(s) (NVR), which are the LR in the MS,

Figure 1

EC-VVR architecture

This architecture is based on two complementary subsystems that enable searches on data which are stored locally in all MS and consists of:

—	establishing computerised registers at the national level and opening them to cross-consultation,

—	replacing paper registers by computerised records. This will allow the MS to manage and share information with other MS,

—	allowing connections between the NVRs and the VVR, using common standards and terminology.

The main principles of this architecture are:

—	all NVRs will become part of the computer-based network system,

—	all MS when accessing the system will view the common data,

—	double registration of data and the related possible errors will be avoided once the VVR has been established,

—	up-to-date data.

This architecture will be implemented through the following steps:

—	adoption of this Decision,

—	implementation of a pilot project by the Agency, including the VVR with at least three Member States’ NVRs connected to it, including a successful connection of an existing NVR using a translation engine,

—	evaluation of the pilot project and, where appropriate, updating of this decision,

—	publication by the Agency of the specification to be used by Member States to connect their NVRs with the central VVR,

—	as a last step, by a separate decision and following an evaluation of the pilot project, the connection of all national NVRs to the central VVR.

3.   OPERATING MODE

3.1.   The use of the NVR

The NVR shall be used with the following purposes:

—	record of authorisation,

—	record of the EVN allocated to vehicles,

—	looking for Europe-wide, brief information related to a particular vehicle,

—	follow up legal aspects like obligations and juridical information,

—	information for inspections mainly related to safety and maintenance,

—	enable contact with the owner and keeper,

—	cross-check some safety requirements before issuing Safety Certificate,

—	follow up a particular vehicle.

3.2.   Application forms

3.2.1.   Application for registration

The form to be used is in Appendix 4.

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

—	RE of the MS where registration is sought,

—	RE of the first MS where it intends to operate for a vehicle coming from a third country.

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 an individual registration form per vehicle or a single form for a whole set of vehicles of the same series or order attached with a list of the vehicle numbers.

The RE shall 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 of its vehicle registration item(s):

—	ticks in the box corresponding to ‘Modification’,

—	fills in the actual EVN (item No 0),

—	ticks in the box related to the modified item(s),

—	indicates the new content of the modified item(s), and then forwards the form to the RE of any Member State where the vehicle is registered.

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

Should a keeper change, it is the responsibility of the keeper currently registered to notify the RE and the RE has to notify the new keeper of the change of registration. The former keeper is only removed from the NVR and relieved of his responsibilities when the new keeper has acknowleged the acceptance of keeper status.

Should an owner change, it is the responsibility of the owner currently registered to notify the RE. Then the former owner will be removed from the NVR. The new owner may request his details to be entered into the NVR.

Following the registration of changes, the NSA may deliver a new authorisation number and in some cases a new EVN.

3.2.4.   Withdrawal of registration

The entity applying for a withdrawal of registration ticks in the box corresponding to ‘Withdrawal’. It then fills in the item No 10 and forwards it to the RE of any Member State where the vehicle is registered.

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

3.2.5.   Authorisation in several Member States

When a vehicle already authorised and registered in one Member State is authorised in another Member State, it needs to be registered in the NVR of the latter Member State. However, in this case, only data related to Items 1, 2, 6, 11, 12 and 13 have to be recorded, as these data only relate to the latter Member State.

As long as the VVR and the link with all NVRs are not fully operational, the Registration Entities concerned shall exchange information in order to ensure that data relating to the same vehicle is consistent.

Freight wagons and passenger cars are only registered in the NVR of the Member State where they are first placed in service.

3.3.   Access rights

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

Access code	Type of access
0.	No access
1.	Restricted consultation (conditions in column ‘Read rights’)
2.	Unrestricted consultation
3.	Restricted consultation and updating
4.	Unrestricted consultation and updating

Each RE shall have full access and update rights only for the data in its own database. Therefore, the access coding is shown as 3.

Entity	Definition	Read rights	Update rights	Item No 7	All other items
RE/NSA‘XX’	Registration Entity/NSA in MS ‘XX’	All data	All data	4	4
Other NSA/REs	Other NSAs and/or other Registration Entities.	All data	None	2	2
ERA	European Railway Agency	All data	None	2	2
Keepers	Vehicle Keeper	All data of vehicles for which he is keeper	None	1	1
Fleet managers	Managing vehicles as appointed by the Keeper	Vehicles for which he has been appointed by the keeper	None	1	1
Owners	Owner of the vehicle	All data of vehicles for which he is owner	None	1	1
RUs	Train Operator	All data based on vehicle number	None	0	1
IMs	Infrastructure Manager	All data based on vehicle number	None	0	1
IBs and RBs	Checking and auditing bodies notified by MS	All data for vehicles being checked or audited	None	2	2
Other legitimate users	All casual users recognised by NSA or ERA	To define occasional, duration could be limited	None	0	1

3.4.   Historical records

All data in the NVR must be retained for 10 years from the date a vehicle is withdrawn and de-registered. As a minimum, for the first three years data must be available online. After three years data may be kept either electronically, in paper form or any other archival 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.

Any changes in the NVR should be recorded. The management of the historical changes could be solved by IT technical functions.

4.   EXISTING VEHICLES

4.1.   Considered data content

Each of the 13 retained items have been considered in order to specify which of them are compulsory and which are not.

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

a)   Case of vehicles already numbered with a 12-digit identification

Countries where there is a unique country code: the vehicles should keep their current number. The 12-digit number should be registered as such without any modification.

Countries where there are both a main country code and a specific code allocated formerly:

—	Germany with the main country code 80 and the specific code 68 for AAE (Ahaus Alstätter Eisenbahn),

—	Switzerland with the main country code 85 and the specific code 63 for BLS (Bern-Lötschberg-Simplon Eisenbahn),

—	Italy with the main country code 83 and the specific code 64 for FNME (Ferrovie Nord Milano Esercizio),

—	Hungary with the main country code 55 and the specific code 43 for GySEV/ROeEE (Győr-Sopron-Ebenfurti Vasút Részvénytársaság/Raab-Ödenburg-Ebenfurter Eisenbahn).

The vehicles should keep their current number. The 12-digit number should be registered as such without any modification (7).

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

b)   Case of vehicles used in international traffic without a 12-digit identification

A two-step procedure should apply:

—	to allocate in the NVR a 12-digit number (according to OPE TSI) that shall be defined according to the vehicle’s characteristics. The IT system should link this registered number to the current vehicle number,

—	to physically apply the 12-digit number to the vehicle itself within a period of six years,

c)   Case of vehicles used in domestic traffic without a 12-digit identification

The above mentioned procedure might apply for vehicles used solely in domestic traffic on a voluntary basis.

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

The item ‘Member State’ must always refer to the MS where the vehicle is being registered in its NVR. The item ‘NSA’ refers to the entity which has delivered the authorisation of 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 with a handful of HS RS. To be recorded only if available.

4.1.5.   Item No 5 — Reference to the RRS

To be recorded only if available.

4.1.6.   Item No 6 — Restrictions

To be recorded only if available.

4.1.7.   Item No 7 — Owner

To be recorded only if available and/or required.

4.1.8.   Item No 8 — Keeper (compulsory)

Normally available and compulsory.

4.1.9.   Item No 9 — Entity in charge of maintenance

This item is compulsory.

4.1.10.   Item No 10 — Withdrawal

Applicable as such.

4.1.11.   Item No 11 — MS 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 which was previously responsible for vehicle registration should make all information available to the NSA or RE of the country where it is located.

Existing freight wagons and passenger cars should only be registered 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 which registers this vehicle shall send the relevant data to the REs of the other Member States concerned.

The NSA or RE takes over the information in its NVR.

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

—	the entity previously responsible for vehicle registration,

—	the keeper,

—

ERA.

4.3.   Transition period

4.3.1.   Making registration information available to NSA

The former registering entity responsible for vehicle registration should make all required information available according to an agreement between itself and the RE. The data transfer should be done at least within 12 months following the Commission’s decision. If possible electronic format should be used.

4.3.2.   Vehicles used in international traffic

The RE of each MS should take these vehicles into its NVR within two years, at the latest, after the Commission’s decision.

See also 4.1.1 (b)

4.3.3.   Vehicles used in domestic traffic

The RE of each MS should take these vehicles into its NVR within three years, at the latest, after the Commission’s decision.

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(1)  On 11 August 2006, the Commission adopted Decision 2006/920/EC concerning the technical specification of interoperability relating to the subsystem ‘Traffic Operation and Management’ of the trans-European conventional rail system (notified on 14 August 2006). The corresponding TSI for High-Speed is expected to be adopted in 2007 and uses the same numbering system.

(*1)  According to Article 5.1 of this Decision, the 8-digit numbering system of the Council of Railway Transport of the Commonwealth of Independent States might also apply.

(2)  The registers provided for in Article 22a of Directive 96/48/EC and Article 24 of Directive 2001/16/EC.

(3)  This entity can be the Railway Undertaking using the vehicle, a subcontractor to it, or the keeper.

(4)  Authorisation delivered in accordance with Article 14 of Directive 96/48/EC or Directive 2001/16/EC.

(5)  The registration entity (hereafter RE) is the entity designated by each Member State, in accordance with Article 14(4)(b) of Directive 96/48/EC and Article 14(4)(b) of Directive 2001/16/EC, for keeping and updating the NVR.

(6)  As provided for in the Draft Protocol to the convention on international interests in mobile equipment on matters specific to railway rolling stock.

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