Transportation Document Management
On the Road to Efficiency: Document Management Services for Transportation Businesses
In the fast-paced world of logistics and transportation, the ability to swiftly access and manage critical documents is paramount. From shipping manifests to driver logs, the endless amounts of paperwork can overwhelm even the most organized operations. That’s why our comprehensive document scanning and storage solutions are tailored specifically to meet the unique needs of the transportation industry.
Document management services offer valuable solutions to various challenges in the transportation industry. Digital workflows and remote access capabilities reduce reliance on physical infrastructure, optimize operational efficiency, and minimize costs. Integration with emerging technologies enables your transportation company to stay competitive while promoting sustainability initiatives by reducing paper consumption and waste. Furthermore, digital document storage enhances supply chain resilience, ensuring the availability of critical documents during disruptions.
By digitizing and securely storing documents, we empower transportation businesses to streamline operations, enhance compliance, and improve overall efficiency. Say goodbye to the burdensome paperwork and hello to a future of streamlined document management with Record Nations.
Service Options for the Transportation Industry
Document Scanning
Streamline operations by digitizing paperwork, facilitating efficient document retrieval, and enhancing compliance with regulatory requirements.
Off-Site Document Storage
Optimize efficiency by securely preserving and easily retrieving important records, reducing physical clutter, and enhancing accessibility to critical documents.
Document Management Systems (DMS)
Centralize and organize your digitized paperwork to enable seamless collaboration, rapid retrieval, and compliance adherence.
Document Destruction
Ensure confidentiality and compliance by securely disposing of sensitive documents to safeguard against data breaches and protect proprietary information.
Electronics Destruction
Securely dispose of obsolete electronic devices, preventing data breaches and ensuring compliance with data protection regulations.
Which Service is Right For You?
Use our FREE Records Wizard to find the right document scanning or records storage service for your project.
Why Choose Record Nations
Fast Turnaround
Get matched to a partner in 3-5 minutes. They will work with you to get a quote based on your specifications.
Nationwide Coverage
We have partners all over the United States and Canada.
Partnered with the Best
We are partnered with hundreds of partners nationwide providing you with the best, secure options in your area.
Contact us for a free quote today!
Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.
How Much Does Transportation Storage and Scanning Cost?
Professional transportation record scanning services can range from 7-12 cents per page depending on where you’re located, how many records you have, which company you select for your project, and other factors. You can find out more about estimating your document volume and pricing here. Our team will be sure to offer you all the information available to ensure you get the service you need. Be sure to ask for a customized quote from multiple record scanning companies for your project.
The quote on a scanning project is determined by several things:
- Specialized Scanning (OCR, redaction, indexed, non-indexed, etc)
- Timeframe of the Project
- Number of Pages and if They’re Double-Sided
- Electronic Systems Already in Place Within Your Organization
Benefits of Transportation Document Management
How Transportation Document Scanning Works
1. Prepare your documents to be scanned by placing documents and files into labeled boxes to be transported for scanning.
2. Contact Record Nations at (866) 385-3706 or fill out the form to receive free quotes from providers in your area. Choose the provider that best fits your needs and budget.
3. The scanner takes the records and transports them securely to a facility to begin the conversion process. However, if you need to conduct the process on-site, they instead take their scanners to your location.
4. Experts then scan and convert your documents to a digital format, ensuring accuracy every step of the way.
5. Records are converted into desired formats and stored on a document management system of your choosing.
6. Physical files are either returned to the office or are sent to an offsite storage unit until the retention period expires.
How Record Nations Helps You Keep Up With Your Competition
Compliance Requirements
The transportation industry is subject to various regulatory requirements, such as the FMCSSA, including those related to safety, security, and customs. Our service providers help ensure compliance by securely storing and organizing essential documents such as permits, licenses, and safety certificates.
Efficient Operations
Transportation companies deal with vast amounts of paperwork, including invoices, bills of lading, manifests, and shipping documents. Document scanning and storage streamline operations by digitizing these documents, making them easily searchable and accessible to employees, reducing the time and effort required for manual filing and retrieval.
Remote Access
With the increasing trend toward distributed teams, digital document storage enables employees to access important documents from anywhere, at any time. This flexibility enhances collaboration, decision-making, and responsiveness, even when team members are working from different locations.
Space and Cost Savings
Traditional paper-based document storage requires significant physical space and resources. By digitizing documents and storing them electronically, your transportation company can free up valuable office space, reduce printing and storage costs, and minimize the environmental impact associated with paper consumption.
Enhanced Security
Digital document storage offers advanced security features such as encryption, access controls, and audit trails, protecting sensitive information from unauthorized access, loss, or theft. This level of security is essential for safeguarding customer data, financial records, and proprietary information.
Contact us for a free quote today!
Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.
See What Our Customers Are Saying
Transportation Industry FAQs
What types of documents should I scan?
Our service providers are equipped to handle any type of document. Some examples for the transportation industry include: shipping documents, vehicle records, financial documents, compliance documents, employee records, customer communications, incident reports, environmental compliance documents, legal documents, and more.
How much will a scanning service cost?
It costs, on average, between 7-12 cents per page. However, the price will depend on the size of your project, the type of document, the complexity, and any other special requests. Once you contact us with the details of your project, our service providers will send you accurate price quotes.
What is the turnaround time for a project?
The timeline of your project will depend on what service(s) you need, the size of your project, the complexity, and any other requirements. Your service provider will give you a timeline after you contact us with the details of your project.
How does Record Nations ensure the security of my transportation documents?
All of our service providers meet or exceed all state, federal, and local regulations regarding data privacy. In addition, their off-site facilities come equipped with fire-suppressant systems, climate controls, access controls, 24/7 security, and more. Our DMS service providers can also add on encryption, access controls, version controls, redaction, and more.
Can I edit the transportation documents I scan?
When you request OCR scanning, you can easily search for, edit, and share any documents you scan into your system.
How long do I need to keep my documents?
According to the FMCSA:
Service contracts, such as for operational management, accounting, financial or legal services, and agreements with agents – until expiration or termination plus 3 years
Contracts – Until expiration or termination plus 3 years
Shipping Contracts – until expiration
Records of Motor or Engine Changes – 3 years after disposition of property
Personnel and Payroll Records – 1 year
Import and Export Records – 2 years
What is the Federal Motor Carrier Safety Administration (FMCSA)?
The FMCSA is an agency within the United States Department of Transportation (USDOT) responsible for regulating and overseeing commercial motor vehicles (CMVs) and trucking companies operating in interstate commerce. Its primary mission is to improve highway safety by reducing crashes, injuries, and fatalities involving large trucks and buses. The FMCSA develops and enforces safety regulations, conducts research, provides education and outreach programs, and oversees compliance with commercial vehicle safety standards.
What is the Privacy Act of 1974?
The Privacy Act protects the personal information the federal government keeps on you in systems of records. It regulates how the government can disclose, share, provide access to, and keep the personal information that it collects.
What is the California Consumer Privacy Act (CCPA)?
The CCPA grants California consumers the right to know what personal information is collected, shared, or sold by businesses, the right to delete personal information held by businesses, the right to opt out of the sale of personal information by businesses, and the right to non-discrimination in terms of price or service by businesses.
What is the Gramm-Leach Bliley Act (GLBA)?
GLBA protects the privacy of consumer information held by any business that provides financial products or services. It also ensures privacy protections against the sale of any private financial information.
What is the Fair Credit Reporting Act?
The Fair Credit Reporting Act promotes accuracy in consumer reports and is meant to ensure the privacy of the information in them. Protects information collected by consumer reporting agencies such as credit bureaus, medical information companies, and tenant screening services.
What is HIPAA?
HIPAA outlines the legal requirements that protect personal health information. Safe destruction is required when the record retention period is complete. Shredding is an approved method that renders your files permanently unreadable.
Industries We Serve
Contact us for a free quote today!
Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.
