Logistics and Drayage as Part of Your Import

If your drayage and logistics business is dependent on various important documents and records to keep it running smoothly, it’s likely to be overwhelming trying to keep those documents and records organised. That is unless you’re using a good document management system (DMS).

A document management system is basically software that captures, stores, retrieves, and distributes documents that are in digitalised format. A good document management system permits the quick and easy provision of relevant information to employees, customers, and vendors thereby reducing inefficiencies.

So what specific benefits can a document management system offer?

Advantages of a document management system

There are numerous benefits to implementing and effectively using a tool that greatly helps in the management of your drayage and logistics company’s documentation. Understanding what those benefits actually help in the selection of a suitable document management system. Among the most noteworthy advantages are the following:

Reduced storage space

Storing lots of paper documents can be a costly business and includes the purchasing of filing cabinets, boxes, and perhaps also storage bins, in addition to the space that these items consume. The costs to store paper documents can add up quickly. After all, you have to purchase and make room for filing cabinets, boxes, and storage bins. 

Document management systems are software-based solutions. Installing a document management system means storage space previously used by filing cabinets can be made available for alternative purposes.

Document backup and recovery

As discussed, the storage of physical documents can be pricey. Moreover, it’s risky as well. Fire, flooding, or some alternative disaster can very rapidly destroy numerous years’ worth of invaluable information. That, in turn, can take a particularly serious toll on the day-to-day functioning of your business. The fact is, if a disaster were to strike and your business is reliant on maintaining countless physical documents, it may be impossible to recover the files. 

When you store your documents within a document management system, more so an off-site, cloud-based system, disastrous circumstances can be avoided and information can easily be backed up and protected.

Improves workflows

Storing paper documents – very many of them – can quickly lead to a variety of problems. Not least of which is that staff can struggle to find the documents they need, sharing of documents with colleagues can be very problematic, and document versioning nigh on impossible. Plenty of inefficiency going on there.

When you house all files within a document management system it greatly aids in streamlining workflows and that can save your team many hours, even over the short run. 

Given that document management systems act as a simplistic-to-use, central repository, it’s quick and easy for employees to locate what they need, they can easily share files, and at a single glance, it can be determined how recent documents actually are. This way, more time is invested on tasks that are far more important. 

Improved version control and organisation

Without document version control in place the scenario can rapidly lead to disorganisation and confusion among staff. 

With a solid document management system to rely on tracking edits and the provision of a document history is prevented.

Straightforward regulatory compliance

For each individual industry, there are various compliance requirements. For each individual industry, not least the logistics and drayage industry, those compliance requirements are not necessarily so easy to adhere to. Non-compliance to certain requirements can lead to legal issues together with hefty fines. Non-compliance can also be reputation-damaging and ultimately it can take a sizable toll on your bottom line.

Having a document management system in place can really help to make compliance to tax laws, HSE regulations, and other national regulations far easier. Necessary files can be automatically organised and secured in accordance with regulations, then stored without any problem. 

Wider access to files and documents

Among the largest downsides with respect to physical files and documents is that at any singular time they can only be in one place – producing copies is not always an efficient process, nor is it always secure. 

With a document management system in place, files and documents are widely accessible without the need to wait for others to finish with them. 

Further, colleagues can use multiple devices – laptop, desktop, mobile device – to gain access. 

Improved security

File- and document-related security issues can mean serious consequences for a business and those consequences can even lead to being put out of business. 

With a document management system, access to sensitive information can be restricted as necessary. With a document management system, it’s also often possible to ascertain information with regard to individuals that have viewed/modified documents at any given time.

Saves time and money

The management of paper files, well it’s not only time-consuming but it’s also expensive. Since you can use a document management system to search documents on a word-by-word basis, on a phrase basis, or on a full-text basis, it’s ever so quick and that saves time and money. 

Legacy system integration

These days, more software systems and more apps are available than can possibly be counted. Many software systems and apps are critical to business requirements and they would be costly and problematic to replace. 

A good document management system is easy to integrate with an expansive range of legacy systems, thereby avoiding any possible disruption. Logistics, accounts payable, marketing, in fact, any department can access and dispatch documents with ease while automating many of their daily tasks. 

Increases collaboration

Having various cross-functional teams in place in your drayage and logistics business can quickly lead to dysfunctional disorganisation. What’s to blame? Challenges brought about through trying to collaborate between teams.

When a document management system is in place, it takes minimal effort for employees from a host of different departments to share and work on files and documents in concert. As an example, an employee in marketing can email an invoice to an employee in accounting within a matter of seconds. The employee in accounting can then pay the invoice and mark the invoice as ‘paid’ so all relevant parties are aware of the invoice’s status. 

Seamless drayage service with KlearNow

KlearNow has implemented this system for countless businesses and is helping them to save time and money and most importantly, provide real-time visibility thanks to our dynamic platform.

If you’re interested in how KlearNow can support your imports and exports with a single data source, contact our helpful team today.