In brief
A digital vehicle file brings together all data and documents for a vehicle in one place: master data, contracts, costs, damage, and inspection records. It provides a basis for documenting compliance and analyzing costs.
What belongs in a vehicle file?
Master data such as the vehicle identification number, registration number, initial registration date, and gross list price. It also includes contracts and invoices, registration documents, insurance details, maintenance and repair history, damage reports, inspection reports from UVV inspections and periodic roadworthiness inspections, odometer readings, and assignments to drivers and cost centers.
What changes compared with a paper file?
Above all, the ability to analyze data. A paper folder answers questions about one vehicle. A digital file answers questions across the entire fleet: Which vehicles have an overdue inspection, which exceed expected maintenance costs, and which need to be prepared for return?
It is also available regardless of location, which considerably reduces coordination work across multiple sites and with external service providers.
What matters when setting it up?
How documents get into the file without manual filing. If invoices and inspection reports are still received by email and assigned one by one, the same work is simply done in a different place. The file becomes effective when documents are imported automatically, assigned to the vehicle, and used to derive deadlines.
Before introducing it, take stock of the existing records: Which documents are missing today, and which of them can still be obtained?
Further reading
Fleet Management Without Excel Spreadsheets
With the AZOWO Mobility Cloud, you can keep track of your vehicles, costs, and obligations all in one place.
Book a free product demo