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Secure Fleet Records & Sharing

Protect vehicle, driver and contract records, and share with insurers, lessors, workshops and authorities through controlled, traceable links.

What this group does

Fleet operations handle vehicle registrations, driver licences, insurance policies, lease contracts and telematics reports. Secure Fleet Records & Sharing lets the Automotive & Fleet Management Ops add-on protect these files and exchange them with insurers, lessors, workshops and authorities under controlled, traceable conditions — so operations stay fast without weakening privacy or compliance.

Fleet records
→
Encrypted, masked, permissioned
→
Approved release
→
Traceable access & audit

Screen previews

A quick look at the screens. Use the toggle in the corner of each preview to switch between the dark and light themes.

app.totalapp.app/fleetops/secure-records
Fleet records
Driver-licence-M.-Carter.pdfMasked
Lease-contract-LSE-2026-0019.pdfEncrypted
Insurance-policy-INS-0331.pdfView-only
Record access logAudit logged

Secure fleet records: masking, encryption and audit

app.totalapp.app/fleetops/secure-sharing
External shares
Accident-report-CLM-0088.pdf → InsurerOTP link · 7 days
Lease-handover-LSE-0019.pdf → LessorApproval pending
Inspection-DVIR-1188.pdf → WorkshopView-only
Guest access · AuditorExpired

Secure sharing with insurers, lessors and workshops

Challenges it addresses

ChallengeWhy it matters
Driver privacyLicences and identity documents are personal data and must be protected under KVKK/GDPR-style rules.
Contract confidentialityLease and insurance terms are commercially sensitive.
Claims and accident filesAccident reports and photos are large and must reach insurers quickly.
External partiesInsurers, lessors, workshops and authorities need documents without broad system access.
Drivers and technicians on the moveField staff need secure access on any device.

Key features

  • Encryption — fleet documents are protected in transit and at rest.
  • Role-based access — permissions by depot, team or role, so people see only what they need.
  • Sensitive-data masking — driver identity and licence fields are masked where full detail is not required.
  • Watermarking & tracking — user-specific identifiers show who viewed or modified a document.
  • OTP-protected, expiring links — share with external parties without creating accounts; set expiry and per-recipient rights.
  • Approve before sending — outgoing files wait for an authorized approver.
  • Remote and mobile access — secure access for drivers and technicians, with metadata search to find records fast.
  • Audit trails & reporting — a complete history of access supports audits and authority requests.

How it fits your fleet workflows

Where you workWhat secure sharing adds
Vehicle Fleet SetupRegistrations and driver licence records stay permissioned by role.
Fleet Utilization & DispatchDispatch and tachograph records are shared with authorities on request, with every access logged.
Maintenance & Service OpsInspection and work-order documents reach workshops through expiring links.
TCO & Asset LifeClaims, lease and decommission documents reach insurers and lessors with approval.

Business value

  • Protected personal and commercial data — sensitive fleet records stay confidential throughout their lifecycle.
  • Audit-ready operations — complete access history supports compliance and authority requests.
  • Faster claims and handovers — one secure path replaces ad-hoc email and file-transfer tools.
  • Confident external exchange — share what is needed, see who received it, and stop access when it expires.