Document Control

Overview

SmartFleet Document Control transforms how rolling stock organizations manage critical documentation, converting a traditional compliance burden into a strategic business advantage. This powerful digital solution centralizes your documentation system while ensuring regulatory compliance, operational efficiency, and seamless information access.

Key Benefits

Simplified Compliance Management

  • Ensure adherence to ISO 9001, railway industry standards, and regulatory requirements
  • Maintain comprehensive audit trails of document revisions and approvals
  • Streamline documentation for safety certification and accreditations
  • Provide instant evidence of compliance during audits and inspections

Enhanced Document Integrity

  • Implement robust version control to eliminate outdated documentation
  • Create secure digital workflows for document approval and sign-off
  • Prevent unauthorized modifications to critical documentation
  • Maintain a single source of truth for all operational documents

Dramatically Reduced Administration Time

  • Eliminate manual filing, sorting, and document retrieval processes
  • Automate document routing for reviews and approvals
  • Reduce time spent searching for current documentation
  • Minimize administrative overhead for document updates and distribution

Improved Access & Availability

  • Access critical documentation from any device, anywhere
  • Ensure field teams have the most current procedures and specifications
  • Enable offline access to essential documents when network connectivity is limited
  • Facilitate cross-team collaboration with shared document access

Role-Based Security Controls

  • Implement precise access permissions based on job functions
  • Ensure sensitive information is only available to authorized personnel
  • Create custom document visibility for different organizational levels
  • Manage security for internal documentation versus client/supplier shared information

Seamless Process Integration

  • Connect documentation directly to relevant maintenance activities
  • Link procedures, specifications, and records to specific operations
  • Integrate document control with other SmartFleet solutions
  • Facilitate knowledge transfer across maintenance teams

Real-World Impact

Maintenance depots and engineering teams across the UK rail sector report significant operational improvements after implementing SmartFleet Document Control:

  • Reduced documentation retrieval time from hours to seconds
  • Elimination of errors caused by outdated procedures
  • Strengthened compliance posture with regulatory authorities
  • Improved knowledge sharing and standardization across multiple sites
  • Enhanced responsiveness during audits and regulatory inspections
  • Better alignment between documentation and actual practices

The SmartFleet Document Control solution is one of over 30 applications designed to digitally transform railway operations. From maintenance to compliance, we've got the rail industry wrapped.