Trucking Industry

With thousands of loads being carried far and wide, the trucking industry handles reams of paperwork and invoices from the shipper, receiver, bills of lading, customs and declaration forms, all with signatures and acknowledgments to track the goods being moved. Then comes the paperwork related to the drivers and the cost of transport. This is before all the internal paperwork related to the trucks and trailers owned/leased, human resources, the fleet maintenance records and paper needed to satisfy other regulatory requirements.

Over time, a storage area can quickly become a mess of dirty and toppled boxes. Stacking, accessing and replacing files becomes a chore that staff seek to avoid, often causing paperwork to be returned to the incorrect location and sometimes even added to the most convenient box simply because nobody will ever notice. Until that file is needed! Then it becomes a long and laborious effort to locate that invoice or record, costing your business from wasted staff time.

Toppled boxes
Example of truck document storage structure

Save time and money by digitizing!

Searching high and low
With so much paper around, it is easy to accidentally file something in the wrong place. The typical employee spends 30 minutes a day searching for records and documents needed to complete their daily tasks. If one needs to leave their desk to locate something from a filing cabinet or, worse yet, a storage room elsewhere in the building, it is easy to imagine staff spending 4 minutes an hour looking for that elusive piece of paper. When added up, that’s more than 100 hours a year of lost productivity and over $2000 per employee that your company will never get back.
Security and loss protection
Data security and protection of information plays a role in any business. Access controls, security badges and even cameras can provide some level of protection for a business. But are human resource records, drug and alcohol tests of drivers or other sensitive information stored in secured file cabinets and desks/offices free from prying eyes? System administrators can control which directories and files that each network user can access and system logs can track what users actually access, thus providing an additional layer of protection to business owners.

And there is also the problem that paper burns and gets damaged when wet. Suffering a flood or fire can result in a catastrophic loss to your business from which most businesses don’t survive. You can’t have duplicate copies of all your paper records stored offsite, but an offsite digital copy of everything can provide significant peace of mind to a business owner. All of that security can be maintained by a hard drive that fits in the palm of your hand.

Operate more efficiently
Does your business pass around files from one person or department to another for processing, approval and payment of an invoice or other record? Do multiple departments need some of the same paperwork to do their job and therefore make copies of that same piece of paper?

Going digital and implementing an improved business process can cut down on waste, lost files, waiting for others to return from vacation to be able to get work done. Intelligent workflow can allow electronic documents to be reviewed, approved and passed to the next department seamlessly and without every needing to worry where that file went. Each department can access the centralized trip record and freight bills to view the content they need to complete their tasks, keeping all the content safe, secure and together. So why not digitize all the paper as it comes in, append the record to the existing file and forego the added expense.

Paying attention to the little stuff
While it is important to take care of the “big stuff”, sometimes significant savings can be found by counting the beans. Paper, staples, printers & toner, fax phone charges
, envelopes, filing cabinets 
& supplies are just some of the items that add up to higher expenses from operating in the paper world. One recent project saw over 250,000 staples used to hold 100,000 files together, which is easy to imagine when pages are incrementally stapled to one another.

Client Case Study

Trucking Company Services

Data Entry Services

Digitization Services

Online Research Support Services

Anything of Interest?

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We understand that each client has different requirements and each project is a little different. We are always happy to create customized packages for businesses to best serve their needs, so please contact us.

Our GoToYouTM Service

We know that shipping all your paper records offsite is both impracticable and a security risk. Our GoToYouTM service was launched so that we could complete the digitization effort without ever needing your records to leave the building. Moreover, our commitment to our client provides for the opportunity to bring in some family members of your employees to participate in the digitization effort, essentially giving you the chance to support their young professionals while having the work fully managed and not disrupting your existing operations. We recently completed an onsite digitization project for a client in rural New Brunswick that was unable to release their banker boxes of records to any facility offsite. We quickly established a temporary local presence, fully digitized the client’s records and provided valuable employment opportunities in the region.

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