Digitizing Your Old Fleet Maintenance Records: How Important Is It?

By GoCanvas Team on December 15, 2022

Fleet managers have much to consider when digitizing their old fleet maintenance records. On the one hand, there are obvious benefits to doing so: protection against floods or fires, long-term records that can help with resell and insurance premiums, and a deep dive into safety and compliance issues. But on the other hand, making the switch can be daunting, especially if you’re unsure where to start.

Digitizing Paper-Based Fleet Maintenance Records: A Step-by-Step Guide

Digitizing fleet maintenance records is a big job, but it is manageable. Read a step-by-step guide to help fleet managers switch from paper-based fleet maintenance records to digital ones.

1. Identify what needs to be digitized: Before jumping in, fleet managers need to identify which fleet maintenance records should be digitized. This could include repair and inspection records, fuel logs, fleet utilization reports, driver qualification files, and more.

2. Choose the right document scanning service: Once you understand what needs to be digitized, it’s time to choose a document scanning service. Ask questions about the service, such as how long they’ve been in business and their experience with fleet management documents.

3. Create a plan: Once you’ve chosen a document scanning service, create a plan for digitization. This should include steps on how the documents will be stored (e.g., in an online fleet management software), how they will be retrieved, and any additional safety measures necessary to protect sensitive documents.

4. Execute the plan: Once you have a solid plan, it’s time to execute it. This may include having a fleet manager work directly with the document scanning service or outsourcing the entire process to them.

5. Monitor the fleet maintenance records: Fleet managers must ensure that all the records are being monitored properly. This should include tracking changes or updates in fleet utilization reports, fuel logs, and driver qualification files.

Why Fleet Managers Should Digitize Their Fleet Maintenance Records

Fleet managers should consider digitizing their fleet maintenance records in today’s digital world. Doing so offers several benefits, such as protection from floods or fires, long-term records that can help with resell and insurance premiums, and a deeper dive into safety and compliance issues. Additionally, fleet managers can track changes in fleet utilization reports, fuel logs, and driver qualification files. Ultimately, fleet managers will save time, money, and resources by digitizing their fleet maintenance records.

Benefits of Fleet Maintenance Software

Digitizing fleet maintenance records offers numerous benefits, such as:

  • Streamline fleet maintenance processes: By digitizing fleet maintenance records, fleet managers can easily track and monitor fleet utilization reports, fuel logs, driver qualification files, and more.
  • Improved accuracy: Digitizing fleet maintenance records ensures that all documents are accurate and up-to-date. This also helps fleet managers identify potential safety compliance issues or lapses.
  • Real-time access: In addition to improved accuracy, fleet managers can access fleet maintenance records in real-time. This gives fleet managers more control and insight into fleet operations.
  • Reduced costs: Finally, digitizing fleet maintenance records helps fleet managers save time and money by reducing manual processes and paperwork. Ultimately, fleet managers who take the time to digitize their fleet maintenance records will reap these long-term benefits.
  • Workflow automation: Fleet managers can enhance their workflows by digitizing fleet maintenance records. This will help fleet managers coordinate and manage fleet operations more efficiently.
  • Preventative maintenance: Digitizing fleet maintenance records helps fleet managers identify vehicle maintenance and rectify potential safety compliance issues before they become a problem. This prevents costly and time-consuming repairs or replacements down the line. This can also improve maintenance schedules and reduce downtime.
  • Mobile app software solutions: Fleet managers can utilize digital solutions that have a mobile app for their mobile devices. This allows fleet managers to receive fleet operation notifications and access fleet maintenance records and other data wherever they are.
  • Work order management system: Fleet managers can use fleet management software to create and manage work orders. This makes fleet maintenance processes more organized and efficient.
  • Simplify vehicle inspections: Fleet managers can schedule and manage vehicle inspections with fleet management software. This helps fleet managers ensure that fleet vehicles are safe and compliant with regulations.

Digitize Your Fleet Maintenance Records with GoCanvas

Digitizing fleet maintenance records can be daunting for fleet managers but offers numerous benefits if done correctly. Fleet managers can switch from paper to digital fleet maintenance records with little planning and the right document-scanning service. GoCanvas offers fleet managers a streamlined process for digitizing fleet maintenance records quickly and easily. With its intuitive app, fleet managers can access fleet utilization reports, fuel logs, repair and inspection records, driver qualification files, and more—all in one place. Contact us today to learn more.