DOc vault

Avoid costly errors and compliance risks with secure document management

Reduce the risks of lost files, misaligned records, and unauthorized access by centralizing and securing all transport-related documents

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How does it work?
PAIN POINTS

We have trouble managing critical transport related documents with precision and security.

Fragmented documentation across operations

Users faced difficulty in storing and accessing diverse file formats like videos, images, maintenance logs, and communication records across transport and maintenance operations.

Manual Entry Delays

Time-consuming and error-prone manual data entry leading to inefficiencies.

Limited scalability for large-scale file management

Handling bulk uploads, managing file size limits, and ensuring storage capacity for numerous attachments are challenging without compromising system efficiency.

Lack of visibility and control

Identifying file creators, tracking uploads, and understanding document status across various TMS portals lacks transparency and traceability.

Risk of data loss and compliance failures

Inefficient organization and security measures led to risks of data breaches, accidental deletions, or compliance issues due to missing documentation.

Cumbersome user experience

Manual processes for uploading, organizing, and retrieving files were time-consuming and prone to errors, slowing operational workflows.

SOLUTION

Be compliant and have the right information accessible at each stage of the transport process.

Centralized document storage across the TVMS

Enable seamless upload, storage, and retrieval of diverse file formats across transport, wagon, maintenance, and damage workflows to eliminate fragmentation.

Bulk uploads and file management features

Use bulk uploads, and benefit from advanced error messaging for seamless management of large-scale documentation.

Enhanced transparency with traceability

Log every upload with details of the creator and the upload date to provide full visibility and control across operations.

Robust security and compliance measures

Encrypt files, scan for malware, and ensure retention protocols to secure sensitive data and maintain compliance with contractual and operational requirements.

User-friendly upload interface and actions

Simplify and encourage user interaction with easy to understand and organized file displays, enhancing adoption, efficiency and reducing errors.

Compliancy-driven and secure: How Doc Vault centralizes the management of all transport-related documentation with full traceability.

Safely store and centralize documents related to your rail operations

Never lose transport related documents again.

Struggling to keep rail operations documentation secure and centralized? Here’s why:
Lost or misplaced documents: Critical rail operation files like maintenance logs or consignment notes are often lost due to disorganized storage.
Scattered storage locations: Storing documents across multiple systems or locations makes retrieval time-consuming and error-prone.
Lack of security measures: Without proper encryption or access control, sensitive transport-related data is vulnerable to breaches or unauthorized access.
Inefficient document sharing: Sharing important files with stakeholders becomes a bottleneck when centralized access is unavailable.
Non-compliance risks: Incomplete or missing documentation leads to potential penalties and regulatory breaches, jeopardizing operations.
Centralize and protect rail operation documents with ease. Here’s how:
Centralized document hub: Safely store all rail operation files in one secure, easy-to-access location for seamless management.
Robust search and retrieval: Quickly find and retrieve documents with advanced filters and structured organization.
Advanced security protocols: Protect sensitive documents with encryption, malware scanning, and user-specific permissions.
Streamlined sharing: Enable fast, secure sharing of documents with relevant stakeholders to maintain efficiency.
Regulatory compliance assurance: Ensure every document is securely stored, traceable, and aligned with industry standards to avoid penalties.
Doc Vault for safe rail freight document storage
Store and display any type of document

Make any transport relevant documents like wagon, damage and maintenance reports or consignment notes readily available.

Shippers face difficulties in storing and accessing critical transport documents. Here’s why:
Fragmented document storage: Transport-related documents like maintenance reports and consignment notes are stored in different locations, making it difficult to find and access.
Limited document availability across teams: Key stakeholders often struggle to access relevant documents in real-time, delaying decision-making and creating inefficiencies in the workflow.
Lack of standardization in document formats: Storing a variety of document formats without a unified system leads to compatibility issues and extra time spent organizing and converting files.
Inconsistent document access controls: Without proper access restrictions, sensitive documents may be exposed to unauthorized users, risking compliance issues and data security breaches.
Manual and time-consuming file sharing: Manually sharing documents with different stakeholders is inefficient and prone to human error, leading to delays and miscommunications.
Centralized and secure document management helps ensure compliance. Here’s how:
Centralized document storage: Store all transport-related documents, including damage reports and consignment notes, in one unified system for easy access by all relevant stakeholders.
Real-time document availability: Ensure stakeholders have immediate access to the latest documents, improving collaboration and speeding up operational decision-making.
Support for multiple document formats: Enable seamless storage and display of various file types, ensuring no document format is left behind.
Secure document access with role-based permissions: Implement access controls based on user roles, ensuring only authorized personnel can view or edit sensitive documents.
Streamlined file sharing and collaboration: Share documents easily across teams with bulk actions and real-time updates, reducing delays and enhancing communication.
Track Document Authors, Dates, and Upload Times

Get documented insights from the field to trace actions and responsibilities.

How does the absence of real-time order monitoring affect customer satisfaction?
Lack of document traceability: Without clear attribution, it’s difficult to track the creator, date, and time of document uploads, leading to confusion and potential errors in critical operations.
Difficulty in identifying document ownership: In the absence of logged details, it’s challenging to pinpoint who uploaded or modified documents, making it hard to trace responsibilities.
Compliance and audit challenges: Without a comprehensive log of actions, ensuring compliance with regulations becomes difficult, especially when audits require clear documentation trails.
Inconsistent record of field insights: Missing documentation makes it difficult to gather complete insights from the field, leaving gaps in the operational process and hindering decision-making.
Risk of miscommunication and errors: Without a reliable method to track changes, errors and miscommunications increase, as users can’t confirm who made what changes and when.
Accountability and traceability enable shippers to increase compliance. Here’s how:
Log action details for every upload: Automatically record every document upload with details such as creator, date, and time, ensuring clear accountability and eliminating ambiguity.
Clear attribution for document ownership: Provide full visibility of who uploaded and modified each document, allowing users to track responsibilities and ensure data integrity.
Ensure compliance with complete audit trails: Implement logs for every action taken within the TVMS to support compliance, provide easy access during audits, and ensure regulatory standards are met.
Capture complete field insights: Capture and display all relevant information from the field, enabling real-time access to insights for better decision-making and smoother operations.
Increase communication and reduce errors: With logging and attribution of every document action, errors are minimized, fostering a more efficient and accountable workflow.

Make your document management compliant!

Learn how Doc Vault streamlines your operations, ensures compliance, and increses accountability across all transport-related documents.

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Take it from our clients

Meet the driving forces that transform the rail freight industry

Jérôme Becamel
Supply Chain Manager

With Everysens, we are able to transfer more trucks to rail, in order to reduce our CO2 emissions. We have already reduced them by 5%.

Youri Trinh
Refining and Chemicals, Supply Sales and Optimization, Germany

With Everysens' solution, we are digitising a complex process for planning our product shipments by rail, in order to better satisfy our customers while optimising our costs.

Aurélie Xantippe
Logistics Flow Coordinator, Rail Division

Working with Everysens has been a real discovery. Their solution in the field of rail geolocalisation is complete and is a major asset for monitoring our operations.

Amadou Sall
Rail Logistic Coordinator

It used to take me 1 week to know where a wagon was. Now, I can do it in 1 click.

Damien Roussel
Supply Chain Project Manager

We chose Everysens for their expertise in the rail environment, but also for the quality and interoperability of the solution, which allows us to create a single source of reliable data.

Jean-Marc Viallatte
VP Group Supply Chain

The digitalisation of our supply chain is one of the key areas to increase the quality of our customer service: it is one of our priorities. We wanted to be more proactive in managing the contingencies of rail transport which is essential to our customers for safe and responsible transport.

Nicolas Plouviez
Logistics Performance Manager

We’ve increased by 5% our rail operation productivity, and saved 30% of time spent on rail operations

Oetze Dusseljee
Global Category Manager Logistics

Everysens' innovative approach to digitalization has streamlined our shipment planning, making us more proactive in handling the complexities of rail transport. The dedication and expertise of the Everysens team have been instrumental in our Logistics Digitalization roadmap by swiftly delivering a tailored solution, demonstrating the value of genuine collaboration and innovative thinking in logistics.

Yves Antoine
Director Global Logistics Procurement

Everysens improves our service to our customers and provides them with more accurate and faster information on rail transport deliveries.

Hesitations?
Let’s clear them up!

Everything you need to know about Doc Vault.

Can I perform bulk actions on documents in Doc Vault?

Yes, Doc Vault allows users to perform bulk actions, such as bulk downloads or deletions, simplifying document management and improving efficiency when dealing with large volumes of files.

How does Doc Vault help with document security?

All files uploaded to Doc Vault are encrypted and scanned for malware, ensuring your sensitive documents are secure. Additionally, user permissions control who can upload, delete, or modify files, preventing unauthorized access.

Can I track the status of my uploaded documents?

Yes, Doc Vault provides a clear view of all uploaded documents, displaying relevant metadata such as document type, size, upload date, and the creator. You can also track the status of documents within transport, maintenance, and damage workflows.

How does Doc Vault ensure compliance with regulations?

Doc Vault automatically logs every action, including document uploads and modifications, with details on the creator, date, and time. This audit trail ensures full traceability, helping you meet regulatory and compliance requirements.

What types of documents can be uploaded and stored in Doc Vault?

Doc Vault supports a wide range of document types, including images (JPEG, PNG), PDFs, Word files (DOC/DOCX), Excel sheets (XLS/XLSX), videos (MP4, MOV), emails (EML, MSG), and many more. This ensures comprehensive storage of all transport, maintenance, and damage-related files.

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Unlock the full picture of your transport operations

With Insights 360°, access intuitive dashboards that track costs, fleet utilization, and more against commitment —empowering shippers to optimize performance, cut costs, and make data-informed decisions.

Your rail performance KPIs in one dashboard

No more black box when it comes to rail freight: enjoy full transparency and actionable insights.

Pilot your cost P&L in one dashboard

Know exactly where to take action to make your rail transports more cost efficient.

Define personalized targets and event based alerts

Gain in efficiency with a custom reporting and timely alerts for increased reactivity.

Transform your transport data into actionable insights