Driver License Parser: A step forward in document digitalization and automation for fleet-related businesses

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Сontinuing our exploration in the fleet industry, we now want to focus on the document management of this field. In this blog post we will review the importance of the documents digitalization for efficiency increasing, and also consider the solution that we have developed for the rapid digitalization of one of the main documents of fleet employees – a driver’s license.

In our previous blog posts (see Fleet Management Software and AI for Fleet Management posts), we have already mentioned the importance of a properly structured document flow for a fleet company. Indeed, document digitalization and automation, particularly when integrated with Fleet Management Systems (FMS), offer a number of benefits, which also touch other factors in fleet business management.

  • Streamlined Workflows: Digitalizing and automating document processes streamline various workflows, such as data entry, approval processes, and record-keeping. This reduces the time and effort required to manage paperwork.
  • Reduced Human Error: Automation minimizes the risk of human errors in data entry and document handling, leading to more accurate records and reduced operational mistakes.
  • Cost Savings: By eliminating the need for physical paperwork, companies can save on paper, printing, and storage costs. Additionally, automation reduces labor costs associated with manual document processing.
  • Real-time Access to Information: FMS integration allows for real-time access to critical information, such as vehicle maintenance records, fuel consumption data, and compliance documents. This helps in making informed decisions quickly.
  • Enhanced Compliance: Automation ensures that documents are consistently and accurately filled out, which can improve compliance with regulations, industry standards, and safety protocols.
  • Improved Reporting: Digitalized data can be used to generate insightful reports and analytics, enabling better decision-making and strategic planning for the fleet.
  • Faster Response Times: With instant access to data, fleet managers can respond more rapidly to issues like breakdowns, maintenance needs, or route optimization, improving overall fleet performance.
  • Enhanced Customer Service: Faster document processing and real-time tracking can lead to improved customer service, as customers can receive accurate information about the status and location of their deliveries or services (for example).
  • Environmental Benefits: Going paperless by digitizing documents is environmentally friendly, reducing the carbon footprint associated with paper production and transportation.
  • Scalability: As a fleet company grows, digitalized and automated systems can scale more easily to handle increased document volumes and operational complexity.
  • Data Security: Digital systems can offer robust security features, including encryption and access controls, to protect sensitive fleet data from unauthorized access.
  • Mobile Accessibility: Many modern FMS and document management systems are mobile-friendly, allowing staff to access and manage documents from anywhere, which can be particularly useful for remote work or on-the-road tasks.

At its core, the whole range of advantages that we can get with document workflow automation/digitalization implies quick and convenient access to information presented in documents of various types, formats, and volumes.

Moreover, digitizing a document does not always mean simply obtaining a digital copy of it to store on our computer as a file. Here we can go further and get a smarter solution, such as the ability to automatically read data directly from a document, and then store this data in a more accessible and organized formats. For these purposes, we have recently developed a parser that reads the necessary information from a photo/scan of driver’s license. See below.

In the fast-paced world of fleet management, every second counts. Keeping track of drivers’ information and ensuring regulatory compliance can be a challenging task. To help businesses with this, we have taken another step forward in automating fleet management processes, namely, we have developed a driver’s license parser.

A driver’s license is probably the number one document when it comes to fleet management. Its data is needed when onboarding new drivers, managing licenses and compliance, maintaining insurance records and tracking the liability, assigning vehicles, and more. That’s why we decided to start with this type of document.

We implemented OCR (Optical Character Recognition)-based solution as a quick way to get required data from a photo of driver license, which then allows using it for different purposes and in different ways for fleet management. The process is simple: you can snap a photo of a driver’s license using a smartphone or any camera-equipped device; then our app identifies what US state the driver license belongs to, and retrieves all the required data for further using in other apps.

Yes, the app supports the processing of licenses from different US states. This is always taken into account when recognising information. In addition, our solution is capable of processing pictures taken at an angle, in poor quality, and with other undesirable conditions.

Each image goes through a series of enhancements before the data is read. This includes denoise, scaling, contrast increasing, etc. All this in order to read the text as accurately as possible.

🔧 The tech stack used to develop the Driver License Parser: Python, OpenCV library, OCR Tesseract, JSON, matplotlib.pyplot, NumPy, RE.

And here are some of the advantages the developed solution provides:

  • Efficiency Boost: Say goodbye to manual data entry. Our solution automates the tedious process of data input, saving fleet team valuable time.
  • Error Reduction: Manual data entry can lead to errors. With our OCR-based technology, employees can significantly reduce the risk of inaccuracies in the records.
  • Compliance Assurance: Ensure that fleet drivers meet all regulatory requirements by quickly verifying their license information.
  • Faster Onboarding: Streamline the onboarding process for new drivers by swiftly collecting and verifying their license details.
  • Enhanced Security: Protect the data with digital techs, safeguarding sensitive information.

And of course, with this application we can get most of the benefits from the digitalization of document flow that we indicated in the first part of the blog post!

This solution has many more great ways of application and scaling: from organizing scanned data into a convenient table for its further receiving/filtering in a matter of seconds, to full integration into a fleet management system to automate a number of related processes. Moreover, we will be working to improve this application by adding recognition for other types of documents, and possibly touching other industries.

To summarize, we can say that digitalization and then automation of document management in the fleet industry is a very important process on the way to increasing efficiency, reducing routine tasks for human resources, and minimazing expenses.

Also, ensuring the secure storage of digitized data is super important for fleet-related businesses, as this information is highly sensitive. To safeguard this data, we implement robust encryption methods both at storage and in transfer, ensuring that unauthorized access is nearly impossible. Using secure cloud storage solutions that comply with industry standards, plus regular security audits can provide an extra layer of protection here. These processes are essentially a condition for compliance with widely accepted regulations such as GDPR and CCPA, as these frameworks mandate strict data protection measures and grant individuals rights over their personal information. Adhering to these regulations not only helps in avoiding big fines but also builds trust with users and stakeholders, reinforcing the company’s commitment to data security and privacy.

In this post, we could see how many factors can be improved with the introduction of document automation technologies. And the parser we developed is one of the ways to achieve a great result in efficiency boosting, routine tasks optimisation, and expenses reduction. Contact us if you are interested in such type of automation or other modern business-oriented solutions.

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