Tri-State Truck & Equipment, Inc.'s Journey to Efficiency and Transparency

Problem

Tri-State Truck & Equipment, Inc., located in Belgrade, Montana, faced significant challenges in managing its rental equipment inspection and documentation processes. The company’s growth in the Gallatin Valley, driven by an influx of people moving from more expensive regions like Jackson Hole and Vail, has led to a surge in demand for equipment rentals. As a small branch within the Tri-State organization, handling between 350 to 400 units a year, Tri-State struggled with several issues:

1. Inefficient Documentation: Inspection records and photos were stored on personal devices and shared via email, leading to scattered and inaccessible data.
2. Space Constraints: The database was clogged with voluminous emails and photos, consuming valuable storage space.
3. Manual Processes: Handwritten inspection forms were cumbersome and time-consuming, leading to inefficiencies and potential for human error.
4. Verification and Accountability: Without a centralized and easily accessible system, ensuring accurate documentation for damage claims and billing was challenging.

Cause

The root causes of these problems included:

• Outdated Systems: Reliance on paper forms and personal devices for documentation.
• Lack of Centralization: Dispersed data storage without a unified digital platform.
• Manual Entry Errors: Handwritten forms increased the risk of mistakes and miscommunication.
• Inefficient Workflows: Field employees and warranty managers had to revisit job sites to capture missed photos or documentation, wasting time and resources.

Solution

To address these challenges, Jared, the Product Support Manager at Tri-State, introduced Record360 after discovering it at the Karmak conference in October. The key features and benefits of implementing Record360 included:

1. Centralized Digital Platform: Record360 provided a single platform for storing and accessing all inspection photos and documents. This ensured that data was readily available and easy to retrieve.
2. Ease of Use: The system allowed side-by-side photo comparisons to assess damage and ensure proper billing accurately.
3. Efficiency and Time Savings: Field employees could quickly upload photos and inspection details, reducing the need to revisit job sites.
4. Customized Forms: With the help of Record360’s team, Tri-State transitioned from handwritten forms to digital checklists. This streamlined data collection and minimized errors.