In the era of digital fleet management, it is becoming increasingly important for companies to manage data efficiently and create optimised business processes. However, many companies face the problem of data storage and availability. In this article, we present the example of Mercarius, where digital fleet management documents are DocIT with virtual data room to make data management and business processes even more efficient.
A Mercarius has been a DWS Digital client for almost 5 years. Part of the digital fleet management is already done in DocIT. Mercarius Fleet Management has been present on the domestic market for more than 25 years and is now one of the leading players in the market. Over the last two decades, they have gradually increased their fleet, which currently includes more than 13 000 vehicles.
What is digital fleet management?
Digital fleet management is the application of processes and technologies that enable companies to manage and monitor their vehicles more efficiently. The digitisation of data and the use of virtual data warehouses allow for easy access and management of data and the optimisation of processes. Digital fleet management solutions can benefit in a number of areas, such as customer service, cost reduction and increased efficiency.
Mercarius' services include short-term car rental for small businesses and fleet management for large companies. For Mercarius, the DocIT virtual data warehouse is used to take digital fleet management to a new level. This system allows easy and fast management of documents. By digitising its data, Mercarius has significantly improved its customer service and satisfaction. The benefits of digital fleet management include easy, location-independent access to documents, paperless workflows and efficient data management.
The benefits of virtual data storage for digital fleet management
The use of virtual data warehouses offers many advantages for digital fleet management. First, virtual repositories allow documents to be searched easily and quickly. Whereas paper documents used to be stored physically and time-consuming to locate, virtual repositories allow data to be searched and shared quickly. This approach can free up staff from many hours of administrative work.
Second, virtual data stores allow paperless workflows. Scanning and digitisation of documents allows paper documents to be eliminated, reducing administrative burdens and paper consumption.
Third, virtual data stores help to store data securely and protect sensitive information. Digital data can be easily backed up and access rights can be set to ensure data protection.
Digital fleet management and DocIT
Mercarius uses the DocIT virtual repository as an additional, supporting system for digital fleet management. The DocIT system allows Mercarius to easily manage and store all documents related to fleet management. The number of documents stored in the system is constantly growing as new documents are added and digitised.
The DocIT system has a number of features to help you manage your Mercarius fleet. The system allows you to search between documents and to check the relationships and dependencies between documents. It also allows users to open documents quickly and easily and to manage administrative workflows.
The use of the DocIT system brings significant benefits to Mercarius. The system makes the digital fleet management processes more efficient and reduces the administrative burden. Below, we highlight DocIT features that complement the digital fleet management process and administration:
- Unlimited storage
- Archiving and management of financial documents (customer invoices, supplier invoices, bank, proof of payment, other payments - international invoices, tax payments, payroll payments, etc.)
- OCR (extract text from pdf files, search for content)
- Invoice control interface (Nav Online Invoice Data Link)
- Upload documents in groups
- Automatic processing of invoices, pairing with NAV data
- Attach a note to a document
- Send notification to system users for a given document
- Filter, list, search by multiple criteria (e.g. partner name, document type, date range)
- Search, hit list based on imported MS Excel file
- Export data assigned to a file (export hit list to csv or xls file)
- Download images, download in bulk
- Virtual data room with unlimited account (access for users outside the organisation - accountant, auditor, auditor)
- Authentic digital conversion
- Full document repository: freely definable document types and associated fields (contract repository, employment documents, project documents, technical data sheets, etc.)
- Submission of documents to the system via email (e.g. from a delegated email address samla@..., from a multifunction copier)
- Statements related to invoice data
- Automated data retrieval (e.g. tax number, contract number, collation of documents related to a business event)
- Project/budget management
- Worker strain management
- Parameterisation of access rights for users
Summary of Mercarius digital fleet management and DocIT
Digital fleet management is becoming increasingly important for companies to create efficient data management and business processes. The use of virtual data repositories, such as the DocIT system in the case of Mercarius, enables companies to make their data management and business processes even more efficient.
The benefits of digital fleet management include reduced administrative burden, more efficient processes and improved customer service. The Mercarius example shows how digital fleet management can be optimally implemented with the addition of virtual data storage. What exactly do DWS Digital and DocIT do in fleet management at Mercarius? Service worksheets are scanned and archived, as well as basic documents relating to vehicle financing and all customer documentation (contracts, vehicle transfer documents). By accessing these documents electronically, customer service and satisfaction have increased significantly. To date, 12,000 registration numbers, 130,946 documents and 374,245 pages have been stored and managed in the DocIT system, which is growing by approximately 5-6,000 additional pages per month. The document collection and digitisation is also carried out on a regular basis by DWS Digital Ltd.
The combination of digital fleet management and an innovative data warehouse helps companies optimise processes, reduce administrative burdens and increase business efficiency. Discover a new dimension in digital document management and make your business more efficient with 21st century technologies. Contact the experts at DWS Digital with confidence!