Documents and certificates on the asset
Manuals, compliance plates, test certificates and service reports kept on the machine they describe. One scan on site opens them, and producing the pack for a client is a filter rather than a search.
GM of Operations
Trusted by construction, mining and field service teams
15 reviews on G2 · 17 reviews on Capterra
Why keep documents on the asset record?
Because the asset is the thing people are standing in front of when they need the document. A manual, a calibration certificate or a compliance plate photo filed in a folder tree is organised by whoever uploaded it, on the day they uploaded it. The same file attached to the asset record is reachable by scanning the label on the machine, travels with that machine to the next site, and can be produced for a client by filtering to one item rather than searching a drive.
- Reachable: Scan the label on the machine and the documents are there.
- Portable: They travel with the asset between sites and between custodians.
- Producible: A client asking for one machine's paperwork is a filter, not an afternoon.
What goes wrong with a shared drive?
Nothing, until you need one specific document about one specific machine under time pressure. Drives are organised by the person who created the folder, so the certificate for a machine bought in 2021 is filed under the supplier, the year, the project or the person who ordered it, depending on who did the filing. Everyone can find their own files and nobody can find anybody else's. The asset record is the one filing key that everybody agrees on.
The problem
The paperwork that proves an asset is fit to use is almost never with the asset. Manuals are long PDFs nobody carries. Test certificates come back from a third party as one report covering dozens of items and get filed under the supplier. Compliance plates are photographed on a phone and stay there. So when a head contractor asks for the documents on a specific machine before it comes on site, someone searches a drive, finds three candidates and cannot tell which is current.
How MapTrack addresses it
Attach the documents to the asset they describe. Manuals, compliance plate photos, calibration and test certificates, service reports and registration papers all sit on the record. Where one report covers many items, attach it to each asset it names so it is reachable from any of them. The crew opens the record by scanning the label on the machine, so the manual is available at the machine rather than at a desk. When somebody asks for a machine's paperwork, you filter to that machine.
How it works
- 1
Start with what gets asked for
Compliance plates, current certificates and manuals. The documents people request under time pressure are the ones worth moving first.
- 2
Attach to the asset, not the folder
Upload against the machine so the file is reachable from the thing it describes rather than from a folder someone else named.
- 3
Split third-party reports across the items they cover
One PDF naming forty assets gets attached to all forty, so the evidence is findable from any one of them.
- 4
Photograph the plate while you are there
Compliance and serial plates are quick to capture on the phone and are the detail most often missing when a form needs to be filled in.
- 5
Produce the pack by filtering
When a client asks for a machine's paperwork, filter to that asset instead of searching a drive for candidates.
What makes asset documents different from documents generally
General document systems organise by folder and permission. Asset documents need a different key.
The asset is the filing key
One key everybody agrees on, instead of a folder structure that reflects whoever did the uploading that week.
Reachable from the machine itself
Scan the label and the documents are on the record. The manual is available where the machine is, not where the desk is.
One report, many assets
Third-party certificates cover batches. Attaching to each named item is what makes the evidence survive a spot check.
Producing a pack is a filter
Client and auditor requests are about a machine or a site, which is exactly how the register is already organised.
What the documents prove
Put the paperwork on the machine
Manuals, certificates and plates attached to the asset, reachable by scanning its label on site.
- No credit card required
- 30 days free trial
- Cancel anytime
Frequently asked questions
Explore
- Pricing
- Book a demo
- MapTrack vs Asset Panda
- Alternative to Asset Panda
- Alternative to spreadsheets
- Commercial GPS tracking
- Construction equipment GPS tracking
- Construction
- Vehicle pre-start checklist
- Hardware store
Related use cases
- Tool theft prevention
- Tool tracking for construction
- Equipment utilisation tracking
- Plant and machinery compliance
- Fleet pre-start inspections
- Equipment maintenance scheduling
- Asset audits and stocktakes
- Equipment hire and rental tracking
- Fire extinguisher inspections
- Test and tag tracking
- Shutdown and turnaround management
- Multi-site equipment management
- GPS geofence time onsite
- Calibration tracking
- Bulk inspections and testing
- Lifting gear and crane inspections
- SWMS and plant risk assessments
- Equipment custody and handover
- Offline inspections
- One system for fleet, plant and tools
- Plant hire chargeout and job costing
Stop searching the drive for certificates
Join construction, mining and field service teams across Australia.
4.9 on G2 · 5.0 on Capterra
- No credit card required
- 30 days free trial
- Cancel anytime