How can we store our Proof of Delivery notes (POD’s)?
Many logistics companies handle hundreds of Proof of Delivery notes every week and the larger the company, the more difficult it is to find space to store the vast volumes of paper. In some cases they are bundled into containers or cupboards making it impossible to find again should they be required.
The importance of being able to locate and retrieve these documents is vastly underrated but in reality they provide vital evidence that a transaction has occurred and that goods have been received. The inability to do this could have serious cost implications if legal action is taken.
The most efficient way to manage POD’s is to scan them into a document management system where they can be referenced by date, company name etc. and matched against invoices and other documentation which relates to the same transaction. They can retrieved within seconds and require no physical storage space as the original notes can be destroyed. Storing Proof of Delivery notes electronically ensures that they are never lost or misfiled and more than one user can view the documentation at the same time.