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Managing a fleet involves sifting through mountains of paper daily. Papers, including insurance, licences, service records, driver logs, etc increase rapidly, and locating a single document becomes a painful experience. But there’s an easier way to manage all these documents without having a filing cabinet taking up valuable office space and creating more work for your busy fleet team.
What Is A Document System
A Document Management System for Fleet Management gives you one digital place to store and manage fleet documents. Instead of having cabinets filled with folders and folders of fleet papers, a computer or a phone screen is used. Easily retrieve a licence, permit, or maintenance record within seconds. It reduces the loss of important documents. It also eliminates the stress of managing documents for trucks.
Fleet Document Management Software Explained
Fleet Document Management Software is like having a tireless filing cabinet. It allows you to store your files in an orderly manner, by vehicle, driver, date, and more, avoiding cross-mingling and allowing for ease of access. Managers can keep an eye on Compliance status wherever they are, even from the comfort of their own living room. Such software can make a slow process much more efficient, leaving time for more pressing matters.
Centralized Vehicle Documentation
This system stores all vehicle documents in a single area. Each vehicle has a profile that stores the vehicle number, driver name, and documents. Users don’t need to go through a bunch of folders or files. They can open the vehicle profile and get the documents.
Document Verification and Approval
It also enables users to examine any uploaded file before using it. A file can be assigned three basic statuses: Pending, Confirmed, or Rejected. The administrator has the ability to open the file and see whether it is correct or not. When it is, a file can be confirmed, and when it isn’t, a file can be rejected and uploaded again.
Vehicle Documentation Comparison
This feature is used by managers to compare the documents of all the vehicles. For example, if the manager selects all the vehicles, then it can check the insurance, PUC, permit, and fitness documents of all the vehicles at the same time. It will be very helpful in checking the documents of all vehicles quickly.
Simple Renewal Management
The system makes it easy for users to renew a document. When a document is due to expire, the user can initiate a renewal. The process can be represented by a simple process starting with Renewal Required and then Submitted, Under Review, and then Completed to show the renewal process has taken place. This allows the manager to keep an eye on the renewal process and automate the renewal of important documents.
Duplicate Document Detection
There is a possibility of the same document being uploaded twice by accident. This could lead to problems since the user might be confused about which document they are using. Not only that, but they would also be wasting disk space. A document management system will help you check if there are any similar documents before you upload a document. If there is a similar document, the system can warn the user, who can decide whether to upload the new document or not.
Fleet Compliance Calendar
This system features a calendar, which displays important document expirations. It can display the expiration date of a vehicle’s insurance, PUC, and permit. Managers can view the calendar on a daily, weekly, or monthly basis. This allows managers to see a snapshot of incoming work. It also provides managers with a way to plan ahead of time for renewal dates, instead of letting a document expire.
Escalation and Follow-Up System
The system allows you to send an issue to the right person in case the document is not renewed. For instance, the system will first remind the fleet employee. If there is no action, it could email the fleet manager once. If there is still no action, the email can even go to a manager.
Document History and Activity Tracking
The system also has a record of significant actions taken on documents. It can log who uploaded, edited, verified, replaced, and when. For example, it can display “John Smith, manager, verified this insurance document on 12/12/12.” This is used to give the company an understanding of the transaction history for each document, and for clarity and integrity of the system.
One-Click Fleet Documentation Report
The system produces a standard fleet document report at the click of a button. The report can be set to show the number of vehicles, number of valid documents, number of expired documents, number of missing documents, and number of documents expiring soon. The manager does not have to check each vehicle individually. It can also help the company know the overall condition of fleet documents and react quickly.
Wrapping Up The Discussion
Organising fleet papers doesn’t have to be an ongoing headache. An electronic repository for licences, permits and records is an efficient solution for the busy fleet manager as it can save both time and money by reducing the risk of fines. Not only that, you can be assured that important documents will never go missing.
Papertrail. digital provides a simple system to collate all of your documentation into one secure place. Contact today!
