Best Practices? Truck Drivers and Bills of Lading
Posted on 2015-02-16
We would like to solicit ideas from the community about how best to enable our drivers to submit BOLs and Freight Bills back to our office several times each week. We tried faxing to a Windows Fax server with an external fax/modem and saving as PDF. The fax lines/connection proved fairly unreliable, and we are exploring other options.
From A to Z we could use tablets like UPS and FedEx, but to do that effectively would be quite expensive relative to our size. (We have about 30 drivers.) We're experimenting with using smart phones to take a photograph of BOLs and other documents, and email them to our office. That seems to be working fairly well.
However, I believe this problem has already been solved by other freight carriers. I'd like to solicit some ideas as to the best ways for us to get that paperwork, or an image thereof, to a digitized, classified, name-centric, file format suitable for online storage. We've got a little experience with SharePoint and more elaborate document storage systems, but we're trying to limit our up-front, out-of-pocket to $10k - $15k for these 30 drivers, including smartphones or tablets.
Go back to faxing to PDF and fix it to be more reliable?
Take photographs of the documents and email them? Save them in the cloud?
Use portable scanners attached to smartphones/tablets?
Can someone recommend quality software that would facilitate this workflow? Perhaps even the best free app to take and send photographs to a common cloud site, but segregated by driver?
Very much looking forward to hearing your comments.