Smart Docs Hub: digitalization of control document and others

Documentary digitization of road freight transport is one of the main current concerns of all players in the supply chain due to the advent of the mandatorydigital control document or DeCA (Electronic Document of Administrative Control).

In this post we will talk about

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Smart Docs Hub pillars for digitizing control document and other transport documents
Change management: CAFS methodology
Benefits of Smart Docs Hub for transportation operations

Although regulations have been supporting the digitization of transport documents for years, it is only now that the industry is looking for solutions to digitize its document ecosystem.

For more than 10 years, FIELDEAS Track and Trace has been assisting shippers, logistics operators and transport companies to digitize their operations at all levels.

In the case of digitization of transport documents, FIELDEAS Track and Trace has Smart Docs Hub, its document digitization module. In this post we analyze its main pillars and advantages.

Smart Docs Hub pillars for digitizing control document and other transport documents

Smart Docs Hub focuses on the complete digitization and management of any document used in a transport expedition.

This solution is based on two basic pillars: legal and regulatory guarantees and flexibility.

Legal and regulatory assurance

With Smart Docs Hub you get a document that is valid from any administrative, legal and juridical point of view.

That is, it serves, for example, as support in processes such as VAT recovery and serves as evidence in litigation and disputes over the delivery of goods, thanks to the integration of the advanced digital signature.

Likewise, the domain where the document generated by Smart Docs Hub is hosted complies with the security requirements established by the Ministry of Transport and Sustainable Mobility, confirming FIELDEAS as an approved provider.

Flexibility

The document digitalization module of FIELDEAS Track and Trace is characterized by its flexibility, as it includes the following aspects:

All documents can be digitized.

It is a digital transport documentation solution that goes beyond the transport document itself.

In this way, all associated documentation can be digitized, including not only the main documents, but also those indirectly related, such as tank washing certificates, lashing documents and commercial documents.

It is, a comprehensive digital management tool in which you can centralize and digitize all the documents you use and need.

In addition, it is prepared to integrate different document modules, which gives it great flexibility, and it adapts to take into account both the type of cargo and the mode of transport.

The platform also integrates with other business systems such as ERP, TMS or WMS, avoiding duplication of tasks and allowing information to flow in a bidirectional manner.

Different ways to create documents: control document, eCMR, digital consignment note…

Smart Docs Hub allows documents to be created within the Track and Trace app itself or by integrating the document generated in external systems.

Different signature modalities are available to the user

The user can choose to apply the simple signature, for those documents that do not require a mandatory signature.

Also the advanced digital signature, for those documents where the signature is mandatory (such as the national waybill or the eCMR).

In this sense, within the advanced digital signature, Smart Docs Hub offers different signature options, in line with the eIDAS and ROTT regulations:

Digital certificate: it can be manual or automatic (by means of corporate digital seal), eliminating paper management at the time of issuance.
Biometric signature: specially designed for drivers and recipients, it collects evidence such as speed, pressure, acceleration, geolocation and device, encrypting them within the document itself.
OTP Signature: One-Time Password. It uses a temporary numeric or alphanumeric code sent to the signatory’s cell phone (via SMS or email) to validate the document.

Different channels for document management

FIELDEAS Track and Trace Smart Docs Hub provides its customers with different channels to manage their documents throughout the supply chain, taking into account the document originator, the carrier and drivers, and even the consignee of the goods.

Thus, the channels it uses are:

Web: user and password in the browser
T&T App: user and password in the mobile app
App Lite: drivers do not have to download anything to their devices, they can access the documents with a QR, a WhatsApp or SMS link…
Totem App: located at the loading and unloading points so that the driver leaves the loader’s platform with the signed document.
Remote signature: designed for closed door delivery scenarios or deliveries where the person receiving the goods is not authorized to sign the document. A link is generated after the carrier’s signature for the recipient to sign if he/she agrees on the driver’s own device.
WhatsApp channel: it is a very guided and simple process. Everything is done through a WhatsApp app, with buttons that guide the driver to sign the documentation.

Guide of Transport Document Digitalization_Smart Docs Hub_FIELDEAS

Change management: CAFS methodology

One of the commitments of FIELDEAS, in any of its solutions, is to accompany its customers throughout the implementation process, regardless of the company’s business structure and its digital maturity.

In fact, FIELDEAS has its own methodology for change management, the CAFS methodology, which focuses on four main steps:

Communicate

This first step focuses on accurately communicating the initiative and specific implementation deadlines, objectives and added value for all stakeholders in the process.

Attend

In this phase, a correct analysis of the situation of the client and its collaborators is carried out, selecting the appropriate implementation model for each participant, both internal and external.

Form

In the third step, appropriate trainings are carried out to guarantee a training tailored to each participant in the process.

Supervise

The final phase focuses on active monitoring, identifying adoption bottlenecks and implementing reinforcement measures if necessary.

Benefits of Smart Docs Hub for transportation operations

Smart Docs Hub brings multiple benefits to all companies in the transport and logistics sector, from shippers to end customers, including logistics operators and carriers. In addition, it accompanies them throughout the implementation process to drive change management.