ANNEX II

1. CONTENT AND DATA FORMAT

The content and data format of the European Vehicle Register (‘EVR’) shall be as set out in the following table.

Table 1

Parameters of the EVR

Parameter number Parameter name Description Format Compulsory/Optional 1 Vehicle Identification 1.1 European Vehicle Number European Vehicle Number. Numeric identification code as defined in Appendix 6. See Appendix 6 (1) Compulsory 1.2 Previous vehicle number Previous number (if applicable, for renumbered vehicle) Compulsory (when applicable) 2 Member State of Registration 2.1 Member State of registration Member State where the vehicle has been registered 2-letter code (*1) Compulsory 3 Member States where the vehicle is authorised 3.1 Resulting area of use Field automatically filled in by the system based on the values of parameter 11.4. Text Field automatically filled in by the system based on the values of parameter 11.4. 4 Additional conditions 4.1 Additional conditions applicable to the vehicle Identification of applicable bilateral or multilateral agreements such as RIV, RIC, TEN, TEN-CW, TEN-GE, … Text Compulsory (when applicable) 5 Manufacturing 5.1 Manufacturing year Year in which the vehicle left the factory YYYY Compulsory 5.2 Manufacturing serial number Manufacturing serial number as marked on the vehicle frame. Text Optional 5.3 ERATV Reference Identification in ERATV of the authorised (2) vehicle type (or version or variant) the vehicle is in conformity to. Alphanumeric code(s) Compulsory (when available) 5.4 Series Identification of the series the vehicle is part of. Text Compulsory (when applicable) 6 References to ‘EC’ Declarations of verification (3) 6.1 Date of ‘EC’ declaration Date of ‘EC’ declaration of verification Date (YYYYMMDD) Compulsory (when available) 6.2 ‘EC’ declaration reference Reference to the ‘EC’ declaration of verification For existing vehicles: text. For new vehicles: alphanumeric code based on EIN, see Appendix 2 Compulsory (when available) 6.3 ‘EC’ Declaration of verification issuing body (the applicant) 6.3.1 Organisation name Text Compulsory (when available) 6.3.2 Registered business number Text Compulsory (when available) 6.3.3 Address Address of organisation, street and number Text Compulsory (when available) 6.3.4 Town Text Compulsory (when available) 6.3.5 Country code 2-letter code (*1) Compulsory (when available) 6.3.6 Post code Alphanumeric code Compulsory (when available) 6.3.7 Email address Email Compulsory (when available) 6.3.8 Organisation Code Alphanumeric code Compulsory (when available) 7 Owner Identification of the owner of the vehicle 7.1 Organisation Name Text Compulsory 7.2 Registered business number Text Compulsory 7.3 Address Text Compulsory 7.4 Town Text Compulsory 7.5 Country code 2-letter code (*1) Compulsory 7.6 Post code Alphanumeric code Compulsory 7.7 Email address Email Compulsory 7.8 Organisation Code Alphanumeric code Compulsory 8 Keeper Identification of the keeper of the vehicle 8.1 Organisation name Text Compulsory 8.2 Registered business number Text Compulsory 8.3 Address Text Compulsory 8.4 Town Text Compulsory 8.5 Country code 2-letter code (*1) Compulsory 8.6 Post code Alphanumeric code Compulsory 8.7 Email address Email Compulsory 8.8 Organisation Code Alphanumeric code Compulsory 8.9 Vehicle Keeper Marking Alphanumeric code Compulsory 9 Entity in charge of maintenance Reference to the entity in charge of maintenance 9.1 Organisation name Text Compulsory 9.2 Registered business number Text Compulsory 9.3 Address Text Compulsory 9.4 Town Text Compulsory 9.5 Country code 2-letter code (*1) Compulsory 9.6 Post code Alphanumeric code Compulsory 9.7 Email address Email Compulsory 9.8 Organisation Code Alphanumeric code Compulsory 10 Registration status 10.1 Registration status (see Appendix 3) 2-digit code Compulsory 10.2 Registration status date Date of the status of the registration Date (YYYYMMDD) Compulsory 10.3 Registration status reason Text Compulsory (when applicable) 11 Authorisations (4) for placing on the market (5) 11.1 Name of authorising entity Entity (National Safety Authority or the Agency) that authorised the placing on the market Text Compulsory 11.2 Member State of authorising entity Member State of authorising entity 2-letter code (*1) Compulsory 11.3 European identification number (EIN) Harmonised authorisation number for placing in service, generated by authorising entity Authorisation number. For new vehicles: alphanumeric code based on EIN, see Appendix 2. Compulsory 11.4 Area of use As stated in the issued vehicle authorisation. Text Compulsory 11.5 Date of authorisation Date (YYYYMMDD) Compulsory 11.6 Authorisation valid until (if specified) Date (YYYYMMDD) Compulsory (when applicable) 11.7 Date of suspension of authorisation Date (YYYYMMDD) Compulsory (when applicable) 11.8 Date of revocation of authorisation Date (YYYYMMDD) Compulsory (when applicable) 11.9 Conditions for use of the vehicle and other restrictions on how the vehicle may be used 11.9.1 Coded conditions for use and restrictions Conditions for use and restrictions on how the vehicle may be used List of codes (see Appendix 1). Compulsory (when applicable) 11.9.2 Non-coded conditions for use and restrictions Conditions for use and restrictions on how the vehicle may be used Text Compulsory (when applicable) 12 Additional fields (6)

2. ARCHITECTURE

2.1. The EVR architecture

2.1.1. Data search and consultation function (DSC function)

The DSC function shall be implemented by the Agency via a centralised web-based tool and an interface for machine to machine communication. The function shall enable the searching and consultation of data in the EVR after authentication.

The DSC function shall provide the registration entities with the means to extract the values of parameters in table 1 of their recorded vehicle registrations.

2.1.2. User creation and administration function (UCA function)

The UCA function shall be implemented via a centralised web-based tool setup by the Agency. The function shall enable persons and organisations to request access to EVR data and the competent registration entity (‘RE’) to create users and manage access rights.

2.1.3. Reference data administration function (RDA function)

The RDA function shall be implemented via a centralised web-based tool setup by the Agency. The function shall enable REs and the Agency to manage the common reference data.

2.1.4. Application, registration and data storage functions (ARS functions)

The ARS function shall enable keepers, after authentication, to submit applications for registration or update of an existing registration to the selected RE, via a web-based tool presenting the harmonised e-form (see Appendix 4). This function shall also allow the RE to register the registration data. The set of registrations for a given Member State shall be referred to as the vehicle register of such Member State.

Member States may decide to use the centralised ARS function (C-ARS) provided by the Agency or may implement the ARS function autonomously in a de-centralised manner. In the latter case, the Member State and the Agency shall ensure the compatibility and communication between the de-centralised ARS functions (D-ARS) and the centralised functions (DSC, UCA and RDA).

The centralised ARS function shall provide pre-reservation and management of vehicle numbers. The pre-reservation process shall allow for pre-filling of information required in the e-form by the applicant or the keeper.

2.2. Usability

The EVR functions shall be accessible to users with the most commonly used web browsers and in all Union official languages.

2.3. Availability

As a general rule, the EVR shall be permanently available, with a target system availability of 98 %.

However, in the case of a failure occurring out of business hours — Monday to Friday from 07:00 to 20:00 Central European Time — the restoration of the service shall be handled the next working day after the failure. The unavailability of the system shall be minimal during the maintenance.

2.4. Service level

Support shall be provided during business hours by a Help Desk to users on matters related to the use of the system and to the REs on the functioning of the system.

The Agency shall provide a test environment for the EVR.

2.5. Change control

The Agency shall establish a change control management process for the EVR.

2.6. Data integrity

The EVR shall ensure appropriate data integrity.

2.7. Pre-check

The EVR system shall provide automatic checks of data entered in the e-form, including checks against EVR vehicle registrations, completeness check and check of the format of data entered.

2.8. Facilitation of the use in the Union of vehicles registered in third countries

The Agency may implement the DSC function to allow for relevant entities in third countries to get access to appropriate data of the EVR when an international agreement to which the European Union is party provides for that.

The Agency may allow for the use of EVR functions by entities in third countries when an international agreement to which the European Union is party provides for that.

3. OPERATING MODE

3.1. Use of the EVR

The EVR may be used for purposes such as:

— checking if a vehicle is duly registered and the status of the registration;

— retrieving information on the authorisations for placing on the market, including the authorising entity, the area of use, the conditions for use and other restrictions;

— retrieving the reference to the authorised vehicle type to which the vehicle conforms to;

— identifying the keeper, the owner or the entity in charge of maintenance.

3.2. Registration of vehicles

3.2.1. General rules

1. A vehicle, after the authorisation for placing on the market and before being operated, shall be registered in the EVR at the request of the keeper. The keeper shall fill in the e-form and submit the application for registration to one Member State of its choice within the area of use. At the request of the applicant or keeper, the Member State chosen for registering the vehicle shall offer procedures for the pre-reservation of a vehicle number or a range of vehicle numbers.

2. For a given vehicle, only one valid registration may exist in the EVR. A vehicle without a valid registration may not be operated.

3. Upon registration, the vehicle is assigned a European vehicle number (EVN) by the RE in the registering Member State. The EVN shall comply with the rules set in Appendix 6. In case the applicant or keeper — upon their request — received a pre-reserved vehicle number, that vehicle number shall be used for the first registration.

4. The EVN may be changed in the cases specified in points 3.2.2.8 and 3.2.2.9.

5. In case of vehicles entering the Union rail system from third countries and registered in a vehicle register not in conformity with this Annex or not connected to the EVR, the keeper shall submit the application for registration to the first Member State where the vehicle is intended to be operated on the Union rail system.

6. Rolling stock placed in service for the first time in a third country and intended to be used inside the Union as part of the common 1 520 mm rail system wagons fleet shall not be registered in the EVR. However, in accordance with Article 47(7) of Directive (EU) 2016/797, it shall be possible to retrieve information on the keeper of the vehicle concerned, the entity in charge of its maintenance and the restrictions on how the vehicle may be used.

7. When an international agreement to which the European Union is party provides for that, in case of vehicles entering the Union rail system from third countries and registered in a vehicle register connected to the EVR (via the DSC function), in conformity with this Annex, they shall be registered only in that vehicle register.

8. For each vehicle, the EVR shall contain the references of all authorisations granted to the vehicle and of non-Member States in which the vehicle is admitted to international traffic in accordance with Appendix G to the Convention concerning international carriage by rail, and the corresponding conditions for use and other restrictions.

9. The RE shall take reasonable steps to ensure the accuracy of the data registered in the EVR. To this end the RE may request information from other REs, in particular when the keeper applying for registration is established in another Member State. The RE may decide to suspend a vehicle registration in duly justified cases.

10. If either the NSA or the Agency consider there is a justified case for suspension of registration of a vehicle in accordance with Article 54 of Commission Implementing Regulation (EU) 2018/545 ( 7 ) , they shall request the registration entity to suspend it. The registration entity shall suspend the registration without delay upon such a request.

11. The keeper shall submit the applications for registration via the electronic web- based form to the competent RE. The web-based form and dashboard shall be made available as part of the ARS function and shall be accessible after authentication.

12. Applications for registration may concern a single vehicle or a list of vehicles.

13. In some registration cases, Member States may require supporting documents to be electronically attached to the application for registration; to that end the RE shall publish the list of supporting documents required in each registration case.

14. Besides the data referred to in Table 1, Member States may require additional fields to be provided in the registration application; to that end the RE shall publish the list of such fields.

15. The EVR shall provide the keeper and the RE with the possibility to review in the system the applications for registration and their related attachments and provide the recording of registrations and registration changes with the information related to these changes.

16. The RE shall register the data in the EVR within 20 working days of the receipt of a complete application. The RE shall, within that deadline, either register the vehicle or request correction or clarification.

17. The keeper shall be able to review the progress of its applications via a web-based dashboard.

18. The EVR shall notify the keeper and RE of any change of status of the application for registration.

3.2.2. Registration cases

The registration cases are specified below. If applicable, different registration cases may be merged in a single vehicle registration application.

3.2.2.1. New registration

All mandatory fields listed in Table 1 shall be filled, together with any additional field required by the Member State in accordance with point 3.2.1.14.

Applications shall be submitted by the keeper to the RE of a Member State in the area of use of the vehicle where registration is sought.

For vehicles entering the Union rail system from third countries in accordance with point 3.2.1.5, applications shall be submitted to the RE of the first Member State where the vehicle is intended to be operated. In that case the application shall contain at least the information on the identification of the keeper, the entity in charge of maintenance and the restrictions on how the vehicle may be used.

3.2.2.2. Update of an existing registration

Applications shall be submitted by the keeper to the RE of the Member State where the vehicle is registered. Only the parameters in Table 1 to be updated shall be filled.

3.2.2.3. Change of keeper

Should a keeper of a vehicle change, it is the responsibility of the currently registered keeper to inform the RE in due time, so that the latter may update the EVR. The former keeper shall be removed from the EVR registration 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 shall be suspended.

3.2.2.4. Change of entity in charge of maintenance (‘ECM’)

When there is a change of ECM of a vehicle, the keeper shall inform the RE in due time, so that the latter may update the EVR. The former ECM shall deliver the maintenance documentation to either the keeper or the new ECM. The former ECM is relieved of its responsibilities when it is removed from the EVR registration. If on the date of de-registration of the former ECM any new entity has not acknowledged its acceptance of ECM status, the registration of the vehicle is suspended.

3.2.2.5. Change of owner

When there is a change of owner, the keeper shall inform the RE in due time, so that the latter may update the EVR.

3.2.2.6. Suspension or reactivation of a registration

The new status (8) and the status reason shall be filled. The status date shall be automatically filled by the EVR.

A vehicle that has its registration suspended may not be operated on the Union rail system.

A reactivation of a registration after suspension will require the reexamination by the RE of the conditions which caused the suspension and, if applicable, in coordination with the NSA that requested the suspension.

3.2.2.7. Withdrawal of a registration

The new status (8) and the status reason shall be filled. The status date is automatically filled by the system.

A vehicle that has its registration withdrawn may not be operated on the Union rail system under such registration.

3.2.2.8. Change of EVN following technical modifications

The EVN shall be changed when it does not reflect the interoperability capability or technical characteristics in accordance with Appendix 6 due to technical modifications of the vehicle. Such technical modifications may require a new authorisation for placing on the market and, where appropriate, a new vehicle type authorisation, in accordance with Articles 21 and 24 of Directive (EU) 2016/797. The keeper shall inform the RE of the Member State where the vehicle is registered of those changes and, if applicable, of the new authorisation for placing on the market. That RE shall assign to the vehicle a new EVN.

The change of EVN consists of a new registration of the vehicle and subsequent withdrawal of the old registration.

3.2.2.9. Change of EVN and of registering Member State

The EVN may be changed at the request of the keeper through a new registration of the vehicle by a different Member State in the area of use and subsequent withdrawal of the old registration.

3.2.3. Automatic notification of changes

Following a change to one or more registration items, the EVR IT system shall send to the keeper and to the concerned NSAs for the area of use of the vehicle an automatic email notification informing about the change, when they have subscribed to such notifications.

Following a change of keeper or owner or ECM, the EVR IT system shall send an automatic email notification to, respectively, the previous keeper and the new keeper or the previous owner and the new owner or the previous ECM and new ECM.

A keeper or owner or ECM or EC declaration issuing body may opt-in the reception of automatic email notifications informing about changes to registrations they are identified within.

3.2.4. Historical records

All data in the EVR shall be retained for 10 years from the date of withdrawal of a vehicle registration. As a minimum, data shall be available on-line for the first three years. After three years, data may be archived. If at any time during the 10-year period an investigation involving a vehicle or vehicles is started, data relating to those vehicles shall be retained beyond the 10-year period if so required by investigating bodies referred to in Article 22 of Directive (EU) 2016/798 of the European Parliament and of the Council (9) or national jurisdictions.

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

Any changes to the data in the EVR shall be recorded.

3.3. Management of users

3.3.1. Request of user

Any person or organisation shall be able to request access to EVR via a web-based form (part of the centralised UCA function) from the competent RE where the person or organisation is located.

The RE shall assess the request and, if appropriate, create a user account for the requestor and assign the appropriate access rights in accordance with points 3.3.2 and 3.3.3.

3.3.2. Access rights

The access rights to data of EVR are listed in the table below:

Table 2

Entity Read rights Update rights RE of Member State ‘XX’ All data All data in vehicle register of MS ‘XX’ NSA All data None Agency All data None Keeper All data on vehicles of which it is keeper None ECM All data, except owner's references, of vehicles for which it is ECM None Owner All data on vehicles of which it is owner None Railway undertaking All data, except owner's references, based on one or more vehicle numbers None Infrastructure manager All data, except owner's references, based on one or more vehicle numbers None Investigating body referred to in Article 22 of Directive (EU) 2016/798 and regulatory body referred to in Article 55 of Directive 2012/34/EU of the European Parliament and of the Council (10) All data on vehicles being checked or audited None EC declaration of verification issuing body (the applicant) All data on vehicles of which it is EC declaration of verification issuing body (the applicant), except owner's references None Other legitimate user recognised by NSA or the Agency (11) To be defined as appropriate, duration possibly limited, except owner's references None

The access rights to data of EVR may be extended to relevant third country entities or intergovernmental organisation when an international agreement to which the European Union is party provides for that.

3.3.3. Other rights

Keepers shall be able to submit applications for registration.

Any organisation shall be able to submit changes to its own data kept in the reference data (see Section 3.4)

3.3.4. Security

Authentication of users shall be by means of username and password. In the case of keepers (applicants for vehicle registration) and REs, authentication shall provide the assurance level ‘substantial’ referred to in point 2.2.1 of the Annex to Commission Implementing Regulation (EU) 2015/1502 (12).

3.3.5. Data protection

Data in the EVR shall be managed according to Regulation (EU) 2016/679 of the European Parliament and of the Council (13) and applicable national legislation on data protection.

3.4. Reference data

In order to guarantee the harmonisation of data input in the registration process, the EVR shall make use of reference data. EVR reference data for parameters in Table 1 shall be available to keepers in the harmonised e-form via the ARS function.

3.4.1. Update of reference data

The Agency shall keep reference data updated and available in a central tool (part of the RDA function) in collaboration with the REs.

Any organisation recorded in the reference data shall be able to submit changes to its data via a web-based interface.

Following an application for registration, the RE shall ensure that the organisation data is recorded in the reference data with allocation of an organisation code by the Agency or, if already recorded, that the reference data is updated with the new data submitted by the keeper.

3.4.2. Organisation codes

3.4.2.1. Definition of organisation code

An organisation code is a unique identifier, consisting of four alphanumeric characters that shall be assigned by the Agency to one organisation.

3.4.2.2. Format of organisation codes

For each of the four alphanumeric characters, any of the 26 letters of ISO 8859-1 alphabet or any number from 0 to 9 may be used. Letters are written in capitals.

3.4.2.3. Allocation of organisation codes

Any organisation accessing EVR or identified therein shall be assigned an organisation code.

The Agency shall publish and keep up-to-date the procedure for the creation and allocation of organisation codes.

A range to be allocated only to companies under scope of TAP and TAF TSI shall be specified in the EVR Guidelines.

3.4.2.4. Publication of the list of organisation codes

The Agency shall make the list of organisation codes publicly available on its website.

4. EXISTING VEHICLES

4.1. Vehicle number

1. Vehicles already possessing a 12-digit number shall keep their current number. The 12-digit number shall be registered as such without any modification.

2. For vehicles without a 12-digit number ( 14 ) , a 12-digit number (in accordance with Appendix 6) shall be allocated in the EVR. The EVR IT system shall link this EVN to the current vehicle number. For vehicles used in international traffic, except those reserved for historical use, the 12-digit number is physically applied to the vehicle itself within a period of six years after allocation in the EVR. For vehicles used in domestic traffic and for those reserved for historical use, the physical application of the 12-digit number is voluntary.

4.2. Procedure for the migration from national vehicle registers (NVRs) to the EVR

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

Existing vehicles shall be registered only by one of the following Member States:

— the Member State where they were first authorised for placing in service in accordance with Articles 21 to 26 of Directive 2008/57/EC;

— the Member State where they were registered after they have been authorised in accordance with Articles 21 and 25 of Directive (EU) 2016/797;

— in the case of registrations transferred to the NVR of another Member State, by such Member State.

4.3. Existing systems

The standard NVR, translation engine and Virtual Vehicle Register systems referred to in Decision 2007/756/EC shall be discontinued.

5. GUIDELINES

To facilitate the implementation and usage of this Annex, the Agency shall publish and keep up-to-date guidelines.

Member States shall set up, publish and keep up to date guidelines, in particular describing their language policy including communication provisions.

(*1) The codes are those officially published and updated on the Union website in the Interinstitutional style guide. In case of the multinational safety authority Channel Tunnel Intergovernmental Commission, the country code CT shall be used. In case of the Agency, the country code EU shall be used.

(1) Rolling stock placed in service for the first time in Estonia, Latvia or Lithuania and intended to be used outside the Union as part of common 1 520 mm rail system wagons fleet shall be registered in both the EVR 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 Appendix 6.

(2) For vehicle types authorised in accordance with Article 26 of Directive 2008/57/EC of the European Parliament and of the Council (OJ L 191, 18.7.2008, p. 1) and Article 24 of Directive (EU) 2016/797.

(3) It must be possible to specify the references to the EC Declaration of verification of the rolling stock subsystem and the CCS subsystem.

(4) It must be possible to specify the data for all authorisations granted to the vehicle.

(5) Authorisation for placing on the market delivered in accordance with Chapter V of Directive (EU) 2016/797 or authorisation for placing in service delivered in accordance with Chapter V of Directive 2008/57/EC or in accordance with the authorisation regimes existing before transposition of Directive 2008/57/EC.

(6) When appropriate, additional fields as referred to in point 3.2.1.14.

(7) Commission Implementing Regulation (EU) 2018/545 of 4 April 2018 establishing practical arrangements for the railway vehicle authorisation and railway vehicle type authorisation process pursuant to Directive (EU) 2016/797 of the European Parliament and of the Council (OJ L 90, 6.4.2018, p. 66).

(8) As set out in Appendix 3.

(9) Directive (EU) 2016/798 of the European Parliament and of the Council of 11 May 2016 on railway safety (OJ L 138, 26.5.2016, p. 102).

(10) Directive 2012/34/EU of the European Parliament and of the Council of 21 November 2012 establishing a single European railway area (OJ L 343, 14.12.2012, p. 32).

(11) The Agency shall, in cooperation with the NSAs, define the procedure for recognising legitimate users.

(12) Commission Implementing Regulation (EU) 2015/1502 of 8 September 2015 on setting out minimum technical specifications and procedures for assurance levels for electronic identification means pursuant to Article 8(3) of Regulation (EU) No 910/2014 of the European Parliament and of the Council on electronic identification and trust services for electronic transactions in the internal market (OJ L 235, 9.9.2015, p. 7).

(13) Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) (OJ L 119, 4.5.2016, p. 1).

(14) Without prejudice to footnote (1) of Table 1.