Fleet Policy & Procedures Management

Safety procedures live in SharePoint, shared drives, email attachments, and filing cabinets. Nobody knows which version is current. Staff acknowledge policies on paper forms that get lost. Auditors ask for evidence of reviews and you're scrambling to prove policies are up to date.

Every policy has one current version with a clear owner, review schedule, and approval status. Old versions are archived but accessible. Staff acknowledge digitally with timestamps. Auditors can see your entire policy management process in minutes.

Policy management demonstrates systematic leadership and governance required under SMS Standard 1 (Leadership & Commitment) and provides documented safety systems required under Standard 5.

Policies get written but never formally reviewed. You don't know who approved what or when. Changes happen without sign-off. There's no record of who was responsible for policy decisions. During audits, you can't prove policies were properly authorized.

Create a policy in draft, assign an approver, and submit for review. The approver receives a notification and can approve or deny with comments. Approved policies become active automatically. Denied policies return to draft for revision. Every decision is timestamped and recorded.

Designate specific staff members as approvers. Track who approved what and when. Document reasons for denials. Complete approval history stored with every policy.

Self-approve for simple updates or route through management for critical policies. Approvers can provide feedback before formal approval. Revision history tracks all changes from draft to active.

Policies haven't been reviewed in years. Auditors find outdated information. You have no systematic process to keep policies current. Staff are working from procedures that no longer reflect reality.

Assign a review frequency to each policy (12 months, 6 months, 3 months, or as needed). The system calculates the next review date and reminds the policy owner when it's due. Complete a review in seconds to confirm the policy is still current, or replace it with an updated version.

Confirm a policy is current without requiring staff to re-acknowledge it. Add review comments to document what was checked. Override automatic review dates when circumstances change.

Updated policies overwrite old files. You lose track of what changed and when. Staff don't know a policy has been updated. You can't prove what the policy said at a specific point in time. Warranty or legal disputes require showing historical policies.

Click replace, upload the new policy PDF, and the system archives the current version while creating the new one. All metadata (category, approver, review frequency) carries forward. Acknowledgements reset so staff are prompted to review the updated policy.

Access all archived versions of a policy with their effective dates. View who replaced what and when. Track changes over time. Demonstrate policy evolution during audits.

Paper acknowledgement forms get lost or never completed. You can't prove staff have read updated policies. Chasing signatures wastes time. Auditors ask for evidence of acknowledgements and you have nothing.

Assign policies to specific roles (all drivers, all managers, mechanics only). Staff receive notifications on mobile and web. They acknowledge with a tap and timestamp. You see real-time acknowledgement status for every person and policy.

Assign policies to roles instead of individuals. When new staff join that role, they're automatically prompted to acknowledge relevant policies. No manual lists to maintain.

Staff receive notifications for unacknowledged policies. Track acknowledgement progress by person, role, or policy.

Filter by acknowledgement status (pending, acknowledged, overdue) to view compliance at a glance.

Set default categories or create your own. Assign multiple categories to a single policy if needed. Change category names and updates flow throughout the system.

Staff can filter policies by category to find what they need. Search by policy name or type. Mobile app shows policies organized by category for quick access.

History entries cannot be edited or deleted. Provides reliable evidence for audits, investigations, and legal proceedings.

View policy compliance status including current policies, review status, acknowledgement rates, and approval history. Demonstrate systematic policy management process.