Document Storage Management

Owners and operators of heavy goods vehicle fleets incur significant costs in maintaining the necessary documents needed to comply with current legislation. Missing, misfiled or incomplete documentation can cause significant problems and even lead to financial penalties for offending companies.

To simplify and reduce the costs of the management and storage of all required documentation, MAN have worked closely with VOSA to develop their unique solution, the Document Management Database.

The solution is a managed web service hosted by MAN and manages the storage of all necessary documents and certification relating to the fleet of vehicles, their usage, maintenance and inspection histories. Input of data is a mixture of electronic transfer of data from MAN business systems and the automated scanning and input of MAN dealer generated inspection and certification documents.

Customers use a simple web browser, with user name and password protection, to view the details of their fleet and generate required reports. Real-time alerts will inform customers of missing or expired documents and any road worthiness issues which need to be addressed.

The database holds all details of the vehicle and its lease contract as well as current details of all required documentation including:-

Legal Compliance

• V5 Registration Document
  
• VTG7
  
• MOT Certification
  
• Tachograph Check & Calibration
  
• Speed Limiter Calibration
  
• Reduced Polution Certificate

Maintenance

• Intermediate Service / Safety Check
• Basic Service Annual Service
  
• Ancillary Tail Lift Weight Test
  
• Tail Lift Service
  
• Refrigeration Service
  

Daily walk round vehicle inspections or other customer specific document storage requirement can also be incorporated where desired.

The system has complete document version control functionality to ensure integrity of content at all times and archiving of expired documents is handled automatically.

For customers operating mixed fleets, there is the option to include and maintain data on vehicles from other suppliers.

The MAN Document Management Database offers:-

• Worry free storage of all required documentation for the fleet
  
• Simple web interface and reports to gain the information required
  
• Alerts to ensure no statutory requirements are broken

MAN Fleet Document Management Database is standard on all MAN ERF R&M contracts for TGA, TGM and TGL products