Seeing is Believing: The impact of visual documentation on cargo inspections
Visual documentation is crucial in cargo inspections because it provides undeniable evidence of a shipment’s condition. But taking photos and videos is not always standard procedure - while it should be. They are your golden ticket; they can mean saving a lot of costs in damage claims. A picture speaks a thousand words all while transcending language barriers. Embracing this practice means enhancing transparency for your operations as well as improving communication among all your different stakeholders.
In this blog, we’ll explore the impact of utilizing digital methods for visual documentation. Beginning at the inefficiencies of traditional methods you’ll hear about the positive impact digital visualization can have on your operations. There’ll also be a real-life example of a company that has done just that and now enjoys the benefits of the power of visuals in their operations on a daily basis.
The flaws in the traditional inspection process
The current method of inspecting products involves holding a clipboard with a paper checklist and a pen. Then comes the inspection and filling out documents such as checklists as well as bills of lading, customs certificate etc. The shipment number, or any reference number, is written down manually. You probably already know yourself that this method has usually ended up in error as it is a complex combination of letters and numbers that people might confuse or miss.
If visual proof is taken it is usually with your phone or via a camera. And then comes the hassle of sharing these images. Most of the time, they are attached in a file or sent separately via WhatsApp account. If taken just through a smartphone then the mix of personal and thousands of professional images on a single device pose security risks, along with potential loss and confusion about which shipment it belongs to. Taking photos for visual documentation is important but how you do take them is just as important.
When inspections are done on paper, the completed checklists are usually brought to someone behind a computer who then inputs the findings into Excel. This is a time-consuming process and afterwards paper piles are put into filing cabinets. The sheer volume of paperwork makes it difficult to access specific inspections later.
If cargo has been damaged it is written down, whether it's been water damaged or the packaging has been torn. But it is up to the person performing the checklist how much detail they go into the cargo condition. Written words are sometimes not strong enough evidence for cargo claims.
To sum up, the established method of inspections can be very limiting. It means no easy (or at all) access to certain data insights, limited scalability, inefficiency and a lack of real-time visibility.
Modernizing cargo inspections: beyond pen and paper
Visual documentation is an additional form of record keeping, but an equally important one. Using visual data can give you a direct look into how your cargo is doing. Was it loaded properly? Was it strapped into a container with cords? Is the packaging damaged? Evidence of this state, during its transport from point A to point B, is useful for future reference, especially if it comes to damage claims.
Imagine this. You’ve just packaged up a crate of fragile goods. You know you’ve done your job to the highest of standards. But how do you prove it? How can you make sure that your team is not going to be remembered as the highest performing team but the team who gets the blame on 1 damaged package instead of the 200 successful ones? By taking photos of videos of your work you can prove your professionalism and the reliability of your part of the supply chain. It also helps to ensure compliance with safety regulations and mitigating security risks. With it you can identify potential safety hazards, something improperly packed perhaps or contamination.
Sometimes a visual inspection is conducted to assess the condition of the cargo, but its condition is written down. Not photographed. Why not take the next step and visualize it? Not based on your own words. But based on the real state of the cargo.
An example on visual proof in cargo damages
Navigating the challenges in visual data implementation
While implementing visual data has clear benefits it is important to acknowledge the challenges and considerations it brings. While taking photos or videos is something we are all familiar with, from taking holiday snaps to selfies, this method is different. Your team will need to be trained to know how to effectively use their tools and how to interpret the visual data accurately.
At times capturing clear and detailed visual data can be a challenge, from warehouses being poorly lit to performing an inspection during a night shift. Poor visibility can mean missed details, so this is an important factor to remember. Additionally, whatever is used to capture this graphic content, cameras or smartphones, need to be good quality as well as reliable and maintained to prevent technical failures.
For the visual documentation to be successful it needs to be able to seamlessly integrate with the systems that are already in place. Visual documentation means a massive amount of data, this needs to be stored and organized in such a way that it can be accessible and of use. Not just stored into everyone’s phone separately. Together with their own personal photos. The storage needs to be secure and must have the potential for scalability for the long term.
Success story
Amsterdam Warehouse Co. is a company that implemented a visual documentation solution. Before making this change the company manually filled in Excel spreadsheets to inspect cargo and as they were expanding this became increasingly complex. With visual documentation they were able to show products are loaded and an update on their condition. By doing this they were able to have better organization and overall efficiency while keeping their customers happy. Read more about it here.
Empower your logistics operations
Through photographs and videos every stage of the cargo’s journey can be captured. In this way businesses gain proof of shipment conditions, which ensures compliance and promotes transparency. Despite challenges like training and equipment reliability, successful integration, as demonstrated by Amsterdam Warehouse Co., enhances organizational efficiency and customer satisfaction. Visual documentation is an indispensable asset in the logistics industry.
Learn more here.
