Storage of taxi driver documents
Chaos with drivers' documents?
Scattered documents, lost scans, and a lack of uniform file storage standards are a daily problem in taxi fleet management. Without a central data management system, operational work becomes a constant search for the correct versions.
Nextcloud Central File Repository for Fleets
We are implementing a dedicated Nextcloud cloud that completely eliminates the problem of scattered documents and clutter on local drives. All files related to drivers, vehicles, and fleet operations are stored in a single, secure, and perfectly organized system.
Unified Folder Structure and Automatic Organization
No more arbitrary naming conventions and searching for documents in random places. The system automatically creates and maintains a consistent directory structure for each vehicle and driver, ensuring complete organization from day one.
Easy File Upload and Mobile Access
Drivers and managers can upload license scans, damage photos, and contracts directly from their smartphones to a designated folder. Files instantly appear in the cloud without the need for private messaging or email.
Secure sharing and full access control
Documents are shared with external parties using secure links with password protection and expiration dates. Access to confidential files is precisely assigned based on company roles.
Versioning, previewing, and data loss protection
Nextcloud allows you to view scans and PDFs directly in your browser without downloading them. Each file has a complete change history with the option to revert to a previous version, and data is protected against accidental deletion.
Advanced document management and process automation
Nextcloud is not just file storage, but a complete work environment for the fleet operations team. The integrated office suite enables collaborative editing of contracts, handover protocols, and spreadsheets in real time, directly in the browser, eliminating the need to send corrections via email.
Integration with mobile apps and fieldwork
Thanks to full synchronization with iOS and Android mobile devices, field workers have immediate access to essential vehicle documentation. Taking a photo of a damage report or an expiring license extract automatically sends the file to the appropriate cloud folder, immediately notifying the office.
Storage space optimization and infrastructure efficiency
The system intelligently manages disk resources using data compression and deduplication mechanisms. Thanks to the streaming preview and on-demand synchronization (Virtual Files) feature, employees don’t clutter their local drives with RAM, while maintaining instant access to the entire company archive.
GDPR compliance and complete physical data security
All data is stored on dedicated infrastructure with full encryption at rest and during transmission (SSL/TLS). This implementation ensures full compliance with GDPR requirements for storing drivers’ personal data, eliminating the risk of leaking sensitive ID document scans.
Advantages of this product
- Secure cloud storage for your files
- Data is stored on your server
- Advanced file sharing options
- Groups, permissions, file edit history
Key implementation benefits at a glance
Instead of scattered files on WhatsApp, Messenger, and emails—one organized cloud for the entire fleet:
- 100% control and order: Automatic, unified folder structures for every vehicle and driver.
- Instant mobile access: Upload scans and photos directly from your phone in the field to the cloud.
- Full GDPR compliance: Secure encryption of personal data, contracts, and ID document scans.
- Fast and secure sharing: Links with password protection and expiration dates instead of sending attachments.
- No lost documents: File previews without downloading, full versioning, and automatic backup.
Everything you need to manage your fleet
Time to take back control and turn chaos into pure profit. We don’t impose a rigid, one-size-fits-all system that you have to bend to. We offer a set of flexible technological solutions, which we select and configure precisely for the specifics of your business.
Do you need a precise module for automatic driver shift reports and mileage verification? Or maybe a digital document workflow that puts an end to invoice mess and reminds you of scheduled maintenance? You choose only the tools you actually need. You decide how we structure your processes – we provide the technology that eliminates crises and starts paying for itself.
