{"id":7666,"date":"2022-12-27T23:13:17","date_gmt":"2022-12-27T17:43:17","guid":{"rendered":"https:\/\/loconav.com\/blog\/?p=7666"},"modified":"2022-12-27T23:13:21","modified_gmt":"2022-12-27T17:43:21","slug":"fleet-document-management","status":"publish","type":"post","link":"https:\/\/loconav.com\/blog\/fleet-document-management\/","title":{"rendered":"Why is Document Management Important For Your Fleet?"},"content":{"rendered":"\n<p class=\"has-text-align-justify\">Managing a fleet, like any other business, comes with its own set of paperwork. Although, as more fleets convert to digitising their records, the &#8216;paper&#8217; element of paperwork becomes less typical. While many fleets are now paperless, the use of apps and mobile devices to access these same systems is on the rise for fleet document management.<\/p>\n\n\n\n<p class=\"has-text-align-justify\">Fleets may <a href=\"https:\/\/loconav.com\/blog\/cost-optimisation-for-fleet-management-during-covid-19\/\" class=\"ek-link\"><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-pale-cyan-blue-color\">reduce operational expenses<\/mark><\/a> and enhance efficiencies by embracing the practice of digitising business papers throughout a company, including driver and maintenance department documents. This approach begins with an evaluation of the available equipment and programmes, followed by an understanding of the transition to a paperless operation and best practices for organising these digital assets.<\/p>\n\n\n\n<p class=\"has-text-align-justify\">In this blog, we will discuss types of fleet documents, the benefits of employing a fleet document management system, and the best practices you can employ for efficient document management.<\/p>\n\n\n<div class=\"css-wp-form\">\n<h3>Manage your fleet efficiently with LocoNav&#8217;s Fleet Management Solutions!<\/h3>\n<noscript class=\"ninja-forms-noscript-message\">\n    Notice: JavaScript is required for this content.<\/noscript><div id=\"nf-form-7-cont\" class=\"nf-form-cont\" aria-live=\"polite\" aria-labelledby=\"nf-form-title-7\" aria-describedby=\"nf-form-errors-7\" role=\"form\">\n\n    <div class=\"nf-loading-spinner\"><\/div>\n\n<\/div>\n        <!-- TODO: Move to Template File. -->\n        <script>var formDisplay=1;var 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left\",\"manual_key\":false,\"admin_label\":\"\",\"help_text\":\"\",\"mask\":\"\",\"custom_mask\":\"\",\"custom_name_attribute\":\"\",\"personally_identifiable\":\"\",\"value\":\"\",\"drawerDisabled\":false,\"id\":21,\"beforeField\":\"\",\"afterField\":\"\",\"parentType\":\"textbox\",\"element_templates\":[\"textbox\",\"input\"],\"old_classname\":\"\",\"wrap_template\":\"wrap\"},{\"objectType\":\"Field\",\"objectDomain\":\"fields\",\"editActive\":false,\"order\":4,\"type\":\"submit\",\"label\":\"Book Your Demo\",\"processing_label\":\"Processing\",\"container_class\":\"\",\"element_class\":\"\",\"key\":\"book_your_demo_1691129927046\",\"drawerDisabled\":false,\"id\":22,\"beforeField\":\"\",\"afterField\":\"\",\"value\":\"\",\"label_pos\":\"above\",\"parentType\":\"textbox\",\"element_templates\":[\"submit\",\"button\",\"input\"],\"old_classname\":\"\",\"wrap_template\":\"wrap-no-label\"}];nfForms.push(form);<\/script>\n        \n<\/div>\n\n\n<h2><strong>What are Fleet Documents?<\/strong><\/h2>\n\n\n\n<p class=\"has-text-align-justify\">Every sheet of paper that has anything to do with your fleet operations, counts as a fleet document. Fleet document management is important to <a href=\"https:\/\/loconav.com\/blog\/how-to-create-a-fleet-management-budget\/\" class=\"ek-link\"><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-pale-cyan-blue-color\">keep a check on your fleet budget<\/mark><\/a>, maintain compliance, and <a href=\"https:\/\/loconav.com\/blog\/how-to-improve-fleet-productivity\/\" class=\"ek-link\"><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-pale-cyan-blue-color\">maximise your fleet\u2019s productivity<\/mark><\/a>.<\/p>\n\n\n\n<p>A few examples of fleet documents are:<\/p>\n\n\n\n<ul><li>On-Trip Invoices<\/li><li>Vendor Estimates and Quotes<\/li><li>Fuel Receipts<\/li><li>Maintenance and Repair Orders<\/li><li>Accident Reports and Supporting Video Footage and Pictures&nbsp;<\/li><li>Safety and Training Manuals<\/li><li>Driver Licenses<\/li><li>Vehicle Documents such as Registration, Pollution, Insurance, FASTag, State Permits, Tax Tokens and National Permits<\/li><li>Pre-Trip Checklists<\/li><\/ul>\n\n\n\n<h2><strong>Benefits of a Fleet Document Management System<\/strong><\/h2>\n\n\n\n<p class=\"has-text-align-justify\">Fleet document management keeps all fleet-related paperwork in one place. This not only reduces the amount of paper used by a fleet firm, but it also has numerous additional advantages.<\/p>\n\n\n\n<ol><li><strong>Reduce the possibility of document loss<\/strong><\/li><\/ol>\n\n\n\n<p class=\"has-text-align-justify\">If you do not transition to a digital data system, a single unpreventable accident, such as a fire, can disable your fleet management systems. <a href=\"https:\/\/loconav.com\/blog\/what-is-cloud-based-fleet-management\/\" class=\"ek-link\"><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-pale-cyan-blue-color\">Fleet documents can be saved on a cloud network<\/mark><\/a> or in many locations, lowering the risk of losing them.<\/p>\n\n\n\n<ol start=\"2\"><li><strong>Reduce costs in both time and money<\/strong><\/li><\/ol>\n\n\n\n<p class=\"has-text-align-justify\">The use of a DMS reduces overhead costs for storage, printers, document delivery services, and insurance.<\/p>\n\n\n\n<ol start=\"3\"><li><strong>Data at your disposal<\/strong><\/li><\/ol>\n\n\n\n<p class=\"has-text-align-justify\">Documents that have been digitised and safeguarded can also be accessed from anywhere. This allows your company to expand and develop based on in-demand information that can be gathered in seconds. Because client walkthroughs and reports can be obtained instantly, advanced document management can considerably improve your customer relations.<\/p>\n\n\n\n<h2><strong>3 Best Practices for Fleet Document Management<\/strong><\/h2>\n\n\n\n<p>Here are 3 expert tips to improve your fleet document management.<\/p>\n\n\n\n<ol><li><strong>Use Fleet Management Software<\/strong><\/li><\/ol>\n\n\n\n<p class=\"has-text-align-justify\">For modern fleet managers, fleet management software offers a sophisticated and user-friendly option. It keeps track of critical fleet data on a single cloud-based platform.<\/p>\n\n\n\n<p class=\"has-text-align-justify\">LocoNav software <a href=\"https:\/\/loconav.com\/blog\/why-should-you-invest-in-driver-management-system\/\" class=\"ek-link\"><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-pale-cyan-blue-color\">tracks drivers<\/mark><\/a>, fuel, maintenance, and vehicles. Field data from <a href=\"https:\/\/loconav.com\/gps-vehicle-tracker\" class=\"ek-link\"><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-pale-cyan-blue-color\">GPS trackers<\/mark><\/a> to update all of the information. Managers may now keep an eye on their fleet in real time.<\/p>\n\n\n\n<ol start=\"2\"><li><strong>Manage Inventory and Trip Assignments<\/strong><\/li><\/ol>\n\n\n\n<p class=\"has-text-align-justify\">It is inefficient to track your fleet on paper or using a spreadsheet. The data will never be &#8220;real-time&#8221; because it must be constantly updated. This makes it more difficult to make the appropriate judgments at the right moment. As a result, extra expenses are incurred, as are possibly overused or underutilised assets.<\/p>\n\n\n\n<p class=\"has-text-align-justify\"><a href=\"https:\/\/loconav.com\/blog\/spare-parts-inventory-management\/\" class=\"ek-link\"><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-pale-cyan-blue-color\">Fleet management software manages inventory<\/mark><\/a> and trip assignments in one location. The information is always up-to-date and easily accessible. Managers gain more visibility, <a href=\"https:\/\/loconav.com\/blog\/what-is-vehicle-utilization\/\" class=\"ek-link\"><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-pale-cyan-blue-color\">enhance vehicle usage<\/mark><\/a>, make better use of fleet budgets, and achieve greater control over their operations in this manner.<\/p>\n\n\n\n<ol start=\"3\"><li><strong>Automate Maintenance<\/strong><\/li><\/ol>\n\n\n\n<p class=\"has-text-align-justify\">Stop keeping track of vehicle maintenance requirements with calendars, diaries, and sticky notes. As your fleet grows, it&#8217;s critical to automate these reminders to ensure your crew keeps on top of maintenance activities.<\/p>\n\n\n\n<p class=\"has-text-align-justify\">LocoNav allows you to configure maintenance reminders for each vehicle in the system (depending on work hours or distance driven). When a vehicle is due for a service, the <a href=\"https:\/\/loconav.com\/fleet-management-solutions\" class=\"ek-link\"><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-pale-cyan-blue-color\">fleet management<\/mark><\/a> solution automatically sends a notification. It also maintains track of maintenance records and the fees associated with them. Keeping meticulous records and remaining on top of maintenance saves future accidents and lawsuits.<\/p>\n\n\n\n<h2><strong>Explore LocoNav\u2019s Fleet Document Management&nbsp;<\/strong><\/h2>\n\n\n\n<p class=\"has-text-align-justify\">Here are some features of the LocoNav \u201cDocuments\u201d tab that can help you ace your fleet document management:<\/p>\n\n\n\n<ul><li>Add and access all vehicle, driver, maintenance and analytics-related documents&nbsp;<\/li><li>Upload and save all vehicle-related documents such as registration, pollution, insurance, FASTag, state permits, tax tokens and national permits<\/li><li>Keep a record of driver details such as name, contact number, Aadhar number, active\/inactive status, assigned vehicle, license number, driving license issuing date, driving license expiry date, guarantor name, tracking ID<\/li><li>Get easy access to documents with filters on the basis of vehicle number and\/or driver name<\/li><li>Keep detailed documents with supporting images and notes related to the particular document<\/li><\/ul>\n\n\n\n<figure class=\"wp-block-image size-large\"><a href=\"https:\/\/forms.gle\/pLHkGTjvsFdXxvAH9\"><img loading=\"lazy\" width=\"1024\" height=\"301\" src=\"https:\/\/loconav.com\/wp-content\/uploads\/2022\/11\/Community-Banner-Desktop-1-1024x301.png\" alt=\"\" class=\"wp-image-7387\" srcset=\"https:\/\/loconav.com\/wp-content\/uploads\/2022\/11\/Community-Banner-Desktop-1-1024x301.png 1024w, https:\/\/loconav.com\/wp-content\/uploads\/2022\/11\/Community-Banner-Desktop-1-300x88.png 300w, https:\/\/loconav.com\/wp-content\/uploads\/2022\/11\/Community-Banner-Desktop-1-768x226.png 768w, https:\/\/loconav.com\/wp-content\/uploads\/2022\/11\/Community-Banner-Desktop-1-1536x451.png 1536w, https:\/\/loconav.com\/wp-content\/uploads\/2022\/11\/Community-Banner-Desktop-1-2048x602.png 2048w, https:\/\/loconav.com\/wp-content\/uploads\/2022\/11\/Community-Banner-Desktop-1-600x176.png 600w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><\/figure>\n","protected":false},"excerpt":{"rendered":"<p>Managing a fleet, like any other business, comes with its own set of paperwork. Although, as more fleets convert to digitising their records, the &#8216;paper&#8217; element of paperwork becomes less typical. While many fleets are now paperless, the use of apps and mobile devices to access these same systems is on the rise for fleet [&hellip;]<\/p>\n","protected":false},"author":16056,"featured_media":7667,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_editorskit_title_hidden":false,"_editorskit_reading_time":3,"_editorskit_typography_data":[],"_editorskit_blocks_typography":"","_editorskit_is_block_options_detached":false,"_editorskit_block_options_position":"{}"},"categories":[2],"tags":[],"_links":{"self":[{"href":"https:\/\/loconav.com\/blog\/wp-json\/wp\/v2\/posts\/7666"}],"collection":[{"href":"https:\/\/loconav.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/loconav.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/loconav.com\/blog\/wp-json\/wp\/v2\/users\/16056"}],"replies":[{"embeddable":true,"href":"https:\/\/loconav.com\/blog\/wp-json\/wp\/v2\/comments?post=7666"}],"version-history":[{"count":1,"href":"https:\/\/loconav.com\/blog\/wp-json\/wp\/v2\/posts\/7666\/revisions"}],"predecessor-version":[{"id":7668,"href":"https:\/\/loconav.com\/blog\/wp-json\/wp\/v2\/posts\/7666\/revisions\/7668"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/loconav.com\/blog\/wp-json\/wp\/v2\/media\/7667"}],"wp:attachment":[{"href":"https:\/\/loconav.com\/blog\/wp-json\/wp\/v2\/media?parent=7666"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/loconav.com\/blog\/wp-json\/wp\/v2\/categories?post=7666"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/loconav.com\/blog\/wp-json\/wp\/v2\/tags?post=7666"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}