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ANNEX

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.

a

Under Commission Decisions 2006/920/EC and 2008/231/EC, as amended by Decision 2009/107/EC, the same numbering system is used for both high-speed and conventional vehicles.

b

For vehicle types authorised in accordance with Article 26 of Directive 2008/57/EC.

c

The register provided for in Article 34 of Directive 2008/57/EC.

d

Authorisation delivered in accordance with Chapter V of Directive 2008/57/EC or authorisation delivered in accordance with the authorisation regimes existing before transposition of Directive 2008/57/EC.

1.European Vehicle NumberCompulsory
ContentNumeric identification code as defined in Annex P to the Technical Specification for Interoperability (TSI) on “operation and traffic management” (hereinafter referred to as “OPE TSI”)a
Format
1.1.Number
12 digits
1.2.Previous number (if applicable, for renumbered vehicle)
2.Member State and NSACompulsory
ContentIdentification of the Member State where the vehicle has been registered and NSA that authorised its placing in service
Format
2.1.Member State numeric code as defined in Annex P to OPE TSI
Two-digit code
2.2.Name of NSA
Text
3.Manufacturing yearCompulsory
ContentYear in which the vehicle left the factory
Format
3.Manufacturing year
YYYY
4.EC referenceCompulsory (when available)
ContentReferences to the “EC” declaration of verification and the issuing body (the applicant)
Format
4.1.Date of declaration
Date
4.2.EC reference
Text
4.3.Name of issuing body (applicant)
Text
4.4.Registered business number
Text
4.5.Address of organisation, street and number
Text
4.6.Town
Text
4.7.Country code
ISO (see Appendix 2)
4.8.Post code
Alphanumeric code
5.Reference to the European Register of Authorised Types of Vehicles (ERATV)Compulsoryb
ContentReference allowing retrieval of the relevant technical data from ERATVc; the reference is compulsory if the type is defined in ERATV
Format
5.Reference allowing retrieval of the relevant technical data from ERATV
Alphanumeric code(s)
5bisSeriesOptional
ContentIdentification of a series, if the vehicle is part of a series
5bisSeries
Text
6.RestrictionsCompulsory
ContentAny restrictions on how the vehicle may be used
Format
6.1.Coded restrictions

(see Appendix 1)

Code
6.2Non-coded restrictions
Text
7.OwnerCompulsory
ContentIdentification of the owner of the vehicle
Format
7.1.Name of organisation
Text
7.2.Registered business number
Text
7.3.Address of organisation, street and number
Text
7.4.Town
Text
7.5.Country code
ISO (see Appendix 2)
7.6.Post code
Alphanumeric code
8.KeeperCompulsory
ContentIdentification of the keeper of the vehicle
Format
8.1.Name of organisation
Text
8.2.Registered business number
Text
8.3.Address of organisation, street and number
Text
8.4.Town
Text
8.5.Country code
ISO (see Appendix 2)
8.6.Post code
Alphanumeric code
8.7.VKM (if available)
Alphanumeric code
9.Entity in charge of maintenanceCompulsory
ContentReference to the entity in charge of maintenance
Format
9.1.Entity in charge of maintenance
Text
9.2.Registered business number
Text
9.3.Address of entity, street and number
Text
9.4.Town
Text
9.5.Country code
ISO
9.6.Post code
Alphanumeric code
9.7.E-mail address
E-mail
10.WithdrawalCompulsory when applicable
ContentDate of official scrapping and/or other disposal arrangement and the code for withdrawal mode
Format
10.1.Mode of disposal

(see Appendix 3)

Two-digit code
10.2.Withdrawal date
Date
11.Member States where the vehicle is authorisedCompulsory
ContentList of Member States where the vehicle is authorised
Format
11.Member State numeric code as defined in Annex P.4 to OPE TSI
List
12.Authorisation numberCompulsory
ContentHarmonised authorisation number for placing in service, generated by NSA
Format
12.Authorisation number

For existing vehicles: text

For new vehicles: alphanumeric code based on EIN, see Appendix 2

13.Authorisation of placing in serviceCompulsory
ContentDate of authorisation for placing the vehicle in serviced and its validity
Format
13.1.Date of authorisation
Date (YYYYMMDD)
13.2.Authorisation valid until (if specified)
Date (YYYYMMDD)
13.3.Suspension of authorisation
Yes/No

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.

a

The Registration Entity (“RE”) is the entity designated by each Member State, in accordance with Article 33(1)(b) of Directive 2008/57/EC, for keeping and updating the NVR.

b

As provided for in the Luxembourg Protocol to the Convention on International Interests in Mobile Equipment on matters specific to railway rolling stock, signed in Luxembourg on 23 February 2007.

Register or databaseEntity responsibleOther entities having access

NVR

(Interoperability Directive)

Registration Entity (RE)a /NSAOther NSA/RE/RU/IM/IB/RB/Keeper/Owner/ERA/OTIF

ERATV

(Interoperability Directive)

ERAPublic

RSRD

(TAF TSI & SEDP)

KeeperRU/IM/NSA/ERA/Keeper/Workshops

WIMO

(TAF TSI & SEDP)

Not yet decidedRU/IM/NSA/ERA/Keeper/Workshops/User
Railway rolling stock registryb (Cape Town Convention)RegistrarPublic

OTIF register

(COTIF 99 — ATMF)

OTIFCompetent Authorities/RU/IM/IB/RB/Keeper/Owner/ERA/OTIF Sec.

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:

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
1.When a vehicle equipped with a driving cab already authorised and registered in one Member State is authorised in another Member State, it must be registered in the NVR of the latter Member State. In this case, however, only data relating to items 1, 2, 6, 11, 12 and 13 and, where relevant, data relating to the fields added to the NVR by the latter Member State are to be recorded, as only these data relate to the latter Member State.

This provision is applicable as long as the VVR and the links with all relevant NVRs are not fully operational and, during this period, the REs concerned will exchange information in order to ensure that data relating to the same vehicle are consistent.

2.Vehicles not equipped with a driving cab, such as freight wagons, passenger cars and some special vehicles, are registered only in the NVR of the Member State where they are first placed in service.
3.For any vehicle, the NVR where it is firstly registered contains the data relating to items 2, 6, 12 and 13 for each of the Member States where an authorisation for placing in service has been granted to this vehicle.
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:

Access codeType of access
0.No access
1.Restricted consultation (conditions in “Read rights” column)
2.Unrestricted consultation
3.Restricted consultation and updating
4.Unrestricted consultation and updating
EntityDefinitionRead rightsUpdate rightsItem No 7All other items
RE/NSA“XX”RE/NSA in Member State “XX”All dataAll data44
Other NSA/REsOther NSAs and/or other REsAll dataNone22
ERAEuropean Railway AgencyAll dataNone22
KeepersVehicle KeeperAll data on vehicles of which it is keeperNone11
Fleet managersManager of vehicles as appointed by the keeperVehicles for which they have been appointed manager by the keeperNone11
OwnersOwner of the vehicleAll data on vehicles of which they are the ownersNone11
RUsTrain OperatorAll data based on vehicle numberNone01
IMsInfrastructure ManagerAll data based on vehicle numberNone01
IBs and RBsChecking and auditing bodies notified by Member StatesAll data on vehicles being checked or auditedNone22
Other legitimate usersAll casual users recognised by NSA or ERATo be defined as appropriate, duration possibly limitedNone01
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(1).

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(2) and Article 24 of Directive 2001/16/EC of the European Parliament and of the Council(3)).

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:

(1)

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