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Smith & Berry has been using a document management system to capture data for 16 years. The Penticton, British Columbia-based carrier has seen improved efficiencies across the board, says Dorothy Vankoughnett, controller and IT manager.
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For a number of years now, motor carriers have been among the many companies ridding their operations of paper. They have done so for a number of reasons: improved efficiencies, streamlined processes and even a desire to “go green.”
According to Matt Johnson, senior product manager at Omnitracs, the key ways document capture improves a carrier's efficiencies include increased driver productivity during downtime, fewer stops (for courier services and LTL carriers), and improved billing payment cycle because delivery documents get to the back office sooner.
Fleets use various technologies to automate driver paperwork, says Pete Allen of MiX Telematics. Workflow apps, for instance, allow fleets to turn documents into digital forms drivers can fill out with their in-cab mobile device or a smartphone or tablet. The MiX Go forms app is one such product, providing easy data entry and allowing drivers to capture signatures, scan barcodes or take a picture.
The paperwork burden varies by particular segment, application and load type. In truckload, the paperwork involves loads and trips. LTL carriers look at paper “a little differently,” explains Ben Wiesen, vice president, product at Carrier Logistics Inc. “It's more about flow. The difficulty the LTL industry has is keeping the paper flow up with the freight flow.” Document management systems help “close the gap between the paper flow and the freight flow,” he says.
While fleets use less and less paper, the information — the data — that used to be on a piece of paper still needs to be captured, stored, and applied to everyday business functions, from the truck to the back office, shop, HR and management. As paper use has dropped, fewer filing cabinets line office walls. But fewer pieces of paper do not mean less data. In fact, there is more data than ever being collected and managed, because technology