Restore Datashred keeps compliance in check with AssetGo

By Categories: Commercial NewsPublished On: Monday 20 January 2025

Shredding specialist Restore Datashred has been using the AssetGo fleet and driver compliance system to help streamline its operations.

Restore Datashred provides highly secure confidential document shredding services throughout the UK. It operates 11 operating centres nationwide with 170 collection and mobile shredding vehicles. In 2024, it shredded and recycled more than 52,000 tonnes of material, including paper, media and textiles.

The company was looking to digitise its fleet compliance management systems, to enable it to drive efficiencies within its operations, lower environmental impact, cut costs and reduce risk.

Restore Datashred realised its paper-based fleet and workshop management systems and processes required modernising. They were inefficient and open to errors, which made managing compliance difficult. Getting visibility of drivers’ vehicle checks was proving difficult, time-consuming and costly.

“Drivers didn’t always report the checks in the best way,” explained Lynsey Jubb, operations administrator at Restore Datashred.

“I had to follow it up with calls to find out what the defect was so I could action it in the best way possible. After that, I had to file them and chase the garage for updates.”

The company was using paper-based forms for inspections and defect reporting, along with spreadsheets for managing operations, including cost analysis and compliance.

Restore Datashred is committed to becoming greener, currently holding the Planet Mark certification, pledging to become a net zero business by 2035. The inspection processes used large amounts of paper, so it wanted to digitise its paper-based processes to reduce wastage and environmental impact.

The combination of paper-based forms and spreadsheets meant that Restore Datashred was unable to get a real-time view of compliance, whilst cost analysis and management reporting were complicated and time-consuming.

Restore Datashred is also working towards joining the DVSA Earned Recognition scheme and to achieve this, they have undergone both the modernisation of its systems and processes.

The company wanted to make sure it chose the right fleet management system that would meet its specific business needs, so spent time evaluating the market.

Ian Walsh, head of fleet at Restore Datashred, said: “We were looking at AssetGo for some time with a view to digitising our fleet management. We saw this as pivotal to creating a truly connected fleet between vehicles and systems seamlessly.”

Restore Datashred decided to select AssetGo to help streamline its fleet operations. It could use the system for vehicle and asset checks, defect reporting and for the scheduling of maintenance and management of their fleet budget. It also gave the company full visibility of the fleet’s compliance.

The system has helped Restore Datashred to move away from paper-based processes, using digital inspections and defect reporting, which has improved efficiencies, eliminated waste, lowered risk and reduced costs.

Paul Gainsford, compliance officer at Restore Datashred, explained: “AssetGo has enabled us to report fault finding much easier with pictures taken from phones or devices. They can be sent straight off to our service engineers who can find the part and get our vehicles working quicker.”

Jamie Walsh, depot manager, said: “South Kirkby has now become a paper-free environment for the drivers and for the administrators because we don’t need the PMI paperwork.”

Furthering the ability for Restore Datashred to work towards DVSA Earned Recognition scheme.

Said Ian Walsh: “It makes it easier for our drivers to report defects and to look at the maintenance aspects of the vehicles and help us keep a handle on it, remain compliant and in line with the requirements of the DVSA. Ultimately allowing us to pursue the Earned Recognition scheme.”

AssetGo’s planner and scheduler allow Restore Datashred to effectively manage their fleet’s compliance, whilst the notifications have helped the company to improve collaboration.

”As a transport manager it gives me confidence that our processes are working,” said Jamie Walsh.

“As soon as there is a positive defect, I get a notification through to my inbox, soon as I see that email, I can react to it immediately, I can contact the garage or the diver to check he’s ok.”

Since implementing the system, says AssetGo, Restore Datashred has been able to gain the functionality it required to properly manage the maintenance and compliance of its fleet. It has been able to automate and optimise their processes, reduce human error and ensure the business remains safe and fully compliant – reducing risk, liability and cost.

Operations director, Ben Chambers: “One of the major benefits of AssetGo is the speed and efficiency it gives to our business. This system provides our managers and drivers with the key communication to deliver messages, keeping us compliant and driving forward with continuous improvement.”

Lynsey Jubb added: “Another benefit is you can access AssetGo anywhere at any time, which is great because previously if you needed to refer back to old inspection documents it would be a case of going to a folder and looking at that and you had to physically be there to do that…

“Everything is very simple and easy to use. It’s saved a lot of time in my day so I love it!”

www.assetgo.co.uk