Electronic Vehicle Inspections: 3 reasons to switch to a paperless system

karthipriya s | August 30 - 2018


Most logistics businesses face the daily challenge of filling out vehicle inspections. However, this preventive measure is a prerequisite to ensure on-road safety for both the drivers and goods and compliance with regulatory laws. With the new age of fleet maintenance software, the complex processes have been digitized and streamlined, including vehicle inspections.

Before we explore the innumerable benefits of adopting electronic vehicle inspections, let’s take a look at the importance of implementing inspection processes within your fleet operations.

Inspections: The matter of safety & compliance

On the road, businesses face various unpredictable circumstances, such as accidents and breakdown. While there are factors that are out of our control, fleet managers can take up certain measures to reduce unfavorable events. Vehicle inspections help businesses identify potential issues, such as tire pressure, brake condition and vehicle lights, which, in turn, can minimize the probability of an accident or vehicle breakdown.

In fact, fleet managers can curb unnecessary repair costs by mitigating parts failure at an early stage before they lead to accidents or escalate to critical issues.

Also, neglecting vehicle inspections can be heavy on your pocket as regulatory compliances levy heavy fines in case laws are violated.

The Federal Motor Carrier Safety Administration (FMCSA) regulations state that all motor carriers must “systematically inspect, repair and maintain” all their vehicles and ensure the parts and accessories are “in safe and proper conditions at all times”.

A streamlined inspection process can easily help fleet businesses stay compliant, and that’s where electronic DVIR (Driver Vehicle Inspection Reports) or vehicle inspection comes in.

Paperless inspection forms

Earlier, fleet managers maintained paper-based forms which were circulated to the drivers who execute the inspections. Without actual visibility of the drivers even checking the vehicle, the forms are sent back to evaluation – that is, if they aren’t misplaced.

With an electronic, paperless inspection system, fleet managers can easily create checklists. By keeping an eye on the time a driver spends on the form, the fleet managers can ensure the authenticity of the inspection. And what’s more, fleet managers can archive and review reports at any time.

Customized checklists

A digital vehicle inspection allows fleet managers to create checklists that are suited to their operations. From creating pre-job and post-job checklists to including specific parts and accessories to be analyzed based on the goods carried in the vehicle, fleet managers can effortlessly personalize their DVIRs.

Expedite decision-making processes

With electronic vehicle inspections, fleet managers can review instant results of inspections carried out by the drivers. Based on this, they can take necessary actions on time. In fact, the fleet maintenance software allows fleet managers to trigger automatic actions, such as receiving alerts for parts failure or creating an instant work order for critical issues. This way, fleet managers can streamline the inspection and maintenance process without disturbing the workflow.

To sum it up, an electronic vehicle inspection can benefit fleet businesses in more ways than one. By ensuring only approved vehicles take the road, businesses can reduce costs, eliminate accidents caused due to vehicle breakdown and ensure on-time deliveries, thereby setting the foundation for building a positive brand image.

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