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Document challenges in the logistics and transport industry

Solving problem caused by high volumes of documentation is a matter of choosing the right technology
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In the logistics and transport industry, document management is the driving force of every single process. Transport and distribution companies need to generate thousands of documents daily for business to run smoothly; these documents then need to be delivered to the intended recipient in a timely manner and registered in the organisation’s traceability systems from start to finish. For example, delivery notes and invoices need to be signed and carefully reviewed when they leave the organisation’s office or warehouse and when they are returned. The reasons for this can vary from registering order shipment, checking orders pending delivery, or to record any complaints from customers.

In logistics and transport, information management is the driving force of all business processes.

Since all these processes involve large quantities of information and compliance with legal deadlines, it is often difficult for logistics professionals to manage documents accurately and quickly. A great deal of concentration is needed to complete administrative work or track and coordinate shipments manually, creating plenty of room for human errors. Not to mention the wasted time searching for documentation and the additional pressure of keeping sensitive information secure. What could possibly go wrong? If we’re talking about the transport sector, quite literally everything; one careless document error or missing data could grind the entire logistics operation to a halt. 

It might sound obvious but investing in the right multifunction printer (MFP) can be a true game-changer for businesses struggling with logistics document processes. Kyocera is here to explain how. 

Archiving paper-based documents 

Keeping hold of important information is not just a convenience, but a legal requirement for businesses in the transport and logistics industry. For example, shipping documents such as invoices, customs declaration forms, delivery notes and proof of payment need to be stored for several years. For example at DHL, this type of documentation needs to be stored for 7 years. Unsurprisingly, archiving thousands of paper-based transport documents creates high labour and storage costs. In addition, there is an increased risk for data security and physical documents are more vulnerable, from day-to-day misplacements to natural disasters. Keeping digital records is therefore essential. 

While at first it might sound odd, a modern MFP printer like Kyocera’s TASKalfa 7054ci series can help you digitise documents and accelerate your digital transformation journey. These devices can be combined with information management solutions like the Kyocera Cloud Information Manager or the Kyocera Enterprise Information Manager that
allow users to store documents in the cloud or a central digital repository. Both solutions ensure all information is stored securely in accordance with legal regulations, while providing users with the capability to annotate and mark documents. To archive paper-based documents, the only job of the user is to simply scan the document; the solutions take care of the rest by automatically archiving it online! 

Poor document management decreases productivity

When handling huge volumes of paperwork, the worst-case scenario for a logistics worker is their printer suddenly breaking down while printing a much-needed document or poor-quality prints. This creates numerous problems such as shipment delays caused by illegible delivery notes, and wasted valuable time, and energy trying to print or scan on a slow device. When dealing with hundreds of digital and paper documents daily, employees need a reliable device to scan and print at all times. One document delay in logistics slows down the next several stages of the process. 

However, when you choose trusted partners such as Kyocera, you will never be let down again in your hour of need. Like a fortune teller, the TASKalfa 7054ci series detects any possible problems in advance to minimise downtime. In addition, the devices are built with highly durable components that help to avoid frequent repairs and keep your workflows undisturbed. Productivity can be further increased thanks to the device’s optional rapid document processor that offers high scan speeds, while double-feed detection reduces scanning errors. Whether you need to scan and digitise a document or print, Kyocera makes it easy.  

Finally, the TASKalfa 7054ci series offer high-quality printing and possess AI functionality that allows users to emphasise any handwritten parts of documents without affecting the original. For example, this enhanced handwriting feature makes it possible to scan delivery notes and highlight handwritten critical information clearly. This not only makes key data easily recognisable for the driver, but also for any officials that need to check the documentation during the logistics and transportation process.

Make document management simple 

If logistics managers want their transport processes to be quick, smooth, and error-free, they need to get their documents under control. With the efficient and reliable TASKalfa 7054ci series, they can do just that and much more. Are you ready to say goodbye to paper jams, bad quality output and slow printing? You know what to do. 

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