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Fleet Fixation understand that compliance is an important matter, keeping compliant is key to avoid fines, maintain safety and build a reliable reputation. However, did you know the methods you use to manage your operation can completely change the outcome of how efficient your company is?
There are two main processes that managers use are either a paper based or digital system. Both can be strong methods when used properly in manging fleets, but in an evolving industry which is best for you? This article detailing the main differences and key points will help you decide.
Efficiency and Accuracy
The first clear difference between the systems is efficiency and accuracy. Let’s begin with paper-based systems. In the past, manual recordkeeping to track vehicle maintenance, driver logs, inspections and compliance with regulatory requirements was the norm. Although, it feels familiar when having a growing fleet can cause certain problems. Such as:
- Prone to errors. This is down to human error incorrectly entering document information or failing to record significant details.
- Time-consuming. Admin work can take hours, including the need for physical storage and inefficiency compounds.
Whereas digital compliance has started to modernize the industry and improve accuracy. Some points include:
- Automated Workflow. This reduces admin work by doing the tedious tasks, scheduling fleet maintenance or issuing reminders.
- Error Reduction. Software is built to ensure information is accurate and complete.
- Real-time Updates. Software allows instant updates across the board whenever regulations or fleet information change.
Cost
The next difference between the two systems is costs analysis. To start the paper-based systems can seem to be cost effective when all you need is a pen, paper and a file cabinet. However, this could cause a problem down the line when you must pay admin hours of work, correction of errors and physical storage can be a strain when fleet operation grows.
Next, the digital system. To begin the digital system may seem daunting, the costs to get training and the initial up-front costs of the system but it has been proven to be cost effective overtime. It can also significantly reduce admin hours, human errors and the costs to resolve them. Becoming predictable and non-surprising.
Compliance with Regulations
Compliance with regulations is also a key difference. Paper based systems can become problematic in altering and maintaining efficiency under new laws. Regulatory changes may cause information to be overlooked or outdated processes.
Digital system can remove all the stress as automated reminders and built-in legal updates.
Data Security and Accessibility
Paper based systems can be at risk of theft or damage. Locating a file may take hours if misplaced or even stored off site.
Where, digital systems are encrypted. Cloud based systems also ensure data is available anywhere and can’t be damaged.
Fleet management is rapidly moving and compliance is no exception. Its more about making your operation smarter and faster. Digital compliance is the key to controlling this. Whether you’re just on the change from paper based to digital or looking for an updated digital tool. FLEET FIXATION can help you make that change. Get in touch and schedule a demo.
