What is an Evidence Based WMS System?

In modern warehouse and logistics management, evidence-based systems are becoming crucial for ensuring accuracy, accountability, and efficiency. An Evidence-Based Warehouse Management System (WMS) utilises advanced technology to document, verify, and track various warehouse processes. By collecting photographic, video, and biometric data at different stages of operation, these systems provide a high level of transparency and traceability, reducing the potential for errors, disputes, and inefficiencies.

The primary function of an evidence-based WMS is to document every step in the supply chain, ensuring each process can be verified if needed. It moves beyond traditional tracking methods, where data was manually entered, by introducing more precise evidence-driven verification processes. This includes the use of photographs, videos, and biometric scans to confirm activities such as stock movement, order picking, and packaging, ensuring that everything is properly documented and authenticated.

Facial recognition in the warehouse

Key Features of an Evidence-Based WMS

1. Photographic and Video Documentation: One of the core elements of an evidence-based WMS is its ability to capture visual proof during key warehouse operations. For instance, products can be photographed at the time of picking, packing, and shipping, providing clear evidence that the correct item has been handled appropriately. This is especially valuable when dealing with high-value goods or sensitive items, where thorough documentation is essential for minimising disputes.

2. Biometric Authentication: Biometric verification, such as facial recognition or fingerprint scanning, adds another layer of security by ensuring only authorised personnel can access certain areas or handle specific tasks. This technology also provides a record of who was involved in each part of the warehouse process, ensuring accountability at every stage. Unlike traditional systems where biometric scans are limited to individual devices, advanced WMSs allow for cross-device authentication, ensuring seamless security across all platforms.

3. Customisable Rules for Specific Scenarios: Evidence-based WMSs are highly flexible, allowing businesses to create tailored rules for specific customers, orders, or staff. For example:

   • First-Time or Problematic Customers: Businesses can set rules that require photographic or video evidence for first-time customers or those with a history of complaints, ensuring their orders are handled with extra care.

   • High-Value Products: These systems can mandate that high-value items are photographed or videoed at multiple stages of fulfilment, from storage to dispatch, ensuring a robust audit trail.

   • Order Accuracy Checks: Rules can be set to ensure that orders are double-checked for accuracy, particularly for high-value or complex orders.

4. Staff Monitoring and Performance Tracking: Evidence-based systems also allow businesses to set rules for staff members, especially new starters or those with higher complaint rates. Such rules can include requiring biometric authentication for stock handling or capturing video footage during picking and packing processes. This helps ensure that proper procedures are followed and reduces the risk of errors. For instance, new employees may need to provide more detailed documentation of their activities to confirm their adherence to protocols.

Bio metric pack station

Advantages of Evidence-Based WMS

• Improved Traceability: Every action within the warehouse can be tracked, verified, and reviewed using photographic, video, and biometric data. This transparency helps businesses maintain full control over their inventory and operational processes.

• Reduced Disputes: Evidence-based systems provide irrefutable proof of how orders were processed. By capturing data throughout the fulfilment cycle, businesses can quickly resolve disputes over missing or damaged items.

• Enhanced Security: Biometric authentication ensures that only authorised personnel can perform sensitive tasks, such as handling valuable goods or approving stock movements. This reduces the risk of fraud and internal errors.

• Customisable to Business Needs: Businesses can set rules for specific products, customers, or staff, tailoring the system to meet their unique operational requirements.

• Real-Time Monitoring: Evidence-based WMSs allow warehouse managers to receive real-time data and feedback, helping them identify and address issues before they become significant problems.

  
  

How Dark Store Systems Delivers Evidence-Based WMS

At Dark Store Systems, we’ve integrated all of these features into our WMS to offer businesses a highly efficient and secure solution that goes beyond standard warehouse management. We specialise in providing a photographic, video, and biometric-driven WMS that enhances your fulfilment processes by adding robust traceability and accountability at every stage.

With our system, you can easily set up rules for:

• First-time or problematic customers: Automatically require additional verification through photographs or videos to ensure the order is correctly processed.

• High-value items: Request images and videos of high-value products at each stage of the order process, from storage to dispatch, providing an audit trail that can resolve disputes and protect against errors.

• Biometric authentication: Ensure only authorised personnel handle sensitive stock or approve stock movements, protecting your business from internal risks. Our system works across devices, unlike standard biometric authentication tools.

In addition, we allow managers to monitor and configure specific rules for staff. New starters or employees with high complaint rates can have their actions more closely monitored through required video documentation or double-checked order accuracy, reducing the risk of human error.

Why Choose Dark Store Systems?

Dark Store Systems offers a scalable, cloud-based WMS that seamlessly integrates with your existing infrastructure. Built on robust and secure technology, our system allows you to create a highly customisable warehouse management environment that caters to the unique needs of your business. Whether it’s improving traceability, reducing customer complaints, or enhancing security, Dark Store Systems provides the tools you need to take full control of your warehouse operations.

Why you should choose us:

• Comprehensive Evidence Collection: Our system captures photographic, video, and biometric data to provide proof of every key warehouse operation.

• Flexible Rule Configuration: Tailor your system to your specific operational needs, from customer types to product value.

• Unmatched Security: Our biometric authentication system works across devices, ensuring security while maintaining flexibility.

• Real-Time Insights: Our system provides real-time monitoring and feedback, helping you prevent issues before they arise.

• Seamless Integration: Built on scalable architecture, our WMS integrates easily into your existing systems, providing immediate value.

  
  

By choosing Dark Store Systems, you are opting for a cutting-edge, evidence-based WMS that brings accuracy, security, and accountability to your warehouse operations. Let us help you streamline your fulfilment processes while enhancing customer satisfaction and reducing operational risks.