The Three Key Problems with Police Fleet Vehicle Management


Why Fleet Tracking is Essential for Law Enforcement Vehicles

When an officer needs to use a police fleet vehicle, it’s essential that their vehicle be in working order and ready to go. What happens then if a vehicle is faulty, or low on fuel? What if you can’t locate your vehicle when you need it, or the car’s mileage is higher than you realize?

This is the #1 reason why fleet management is essential for law enforcement vehicles: a faulty or misplaced police car is a matter of police safety, not just an inconvenience.

Worried your law enforcement vehicles aren’t properly tracked and managed? Traka has the three key problems of police fleet vehicle management and their solutions right here. With these, can ensure your vehicle fleet is always ready for action.


Problem #1: Lack of Timely Vehicle Reporting

If a police car needs to start on a car chase, its gas tank should be full and it should be safe to drive. Even when officers are issued vehicles, there is generally a significant portion of the fleet that changes hands between department personnel.

At that point, you can’t afford to waste time looking for the vehicle you need, but you also can’t risk jumping into a vehicle that’s running low on gas.

This is why centralized vehicle reporting is important. There are four types of logging in particular we recommend:

  • Location Logging: Where a vehicle was last returned.
  • Fuel Logging: The current status of a vehicle’s fuel level.
  • Distance Logging: The mileage of a vehicle upon return.
  • Fault Logging: The current faults of a vehicle, if any.

Getting all this information by hand can be difficult, though. Manual logging is prone to human error, as it’s easy to rush processes or skip steps in a hurry.



The easiest way to achieve this information is with a centralized key management system.

All of our intelligent access solutions at Traka are controlled by our user-friendly software. Our note logging feature enables drivers to report mileage, location and other important data the moment they return a key to one of our intelligent key cabinets.

Any faults determined in the vehicle can be reported here as well, generating automatic maintenance notifications for management. Access to the faulty vehicle is revoked until service is complete, instantly preventing your officers from using dangerous vehicles.


Problem #2: You Can’t Control Who Accesses Vehicles—or When

Like any specialized industry with fleet vehicle management, not every employee will require access to certain vehicles, or even be certified to use them.

Being able to control who can access your vehicles:

  • Decreases the likelihood that vehicles will be used incorrectly
  • Mitigates the risk of damaged vehicles
  • Lowers the possibility of on-the-job injuries


How do you ensure that only the right users can access the right vehicles, though?

Often this translates to high administrative overhead and longer operational processes. In law enforcement, though, you have to move fast. You need an efficient solution, not one that slows you down.



Get accountability with Traka’s iFobs. These attach to your keys to ensure only authorized users are able to take the correct keys from your key cabinet. To do this, you can remotely:


  • Control access to vehicles by adding, deleting or suspending users.
  • Allocate specific vehicles to only be used by authorized users at specific times.
  • Prevent users from leaving your facility until the vehicle key is returned
  • Determine which user has which keys with 24/7 tracking and auditing


By handling this all in a centralized system, you both lower administrative overhead and produce smoother operations. Visibility also translates to higher accountability for your personnel, making everyone more careful about vehicle use.


Problem #3: You Struggle to Monitor Overall Vehicle Costs

It’s not uncommon for law enforcement agencies to worry about driving their vehicles too long. The cost of faulty performance is higher than that of purchasing a brand-new vehicle, especially when that cost can be human life.

With fleet vehicles driven an average of 25,000 to 30,000 miles a year, police fleets are purchased in bulk and regularly turned over after reaching 120,000 miles. It’s crucial then to know how much mileage is being used, and by whom, to keep vehicles lasting as long as possible.

It’s also important to assess problems with vehicles immediately, before they lead to much more costly errors.



When you combine the solutions for problems #1 and #2, you have your answer to this issue. Proper reporting combined with strictly recorded user access lets you know how much mileage is used by each user, and which vehicles require immediate maintenance

There’s another benefit to this, though: having each instance of vehicle use recorded gives you valuable data for long-term analytics, which gives you a clearer idea of the costs of your operations. This visibility lets you know important data such as how much mileage you use annually, or how often each of your vehicles has required maintenance.

With smarter tracking, you can make better informed financial decisions for police fleet vehicle management.


Want to manage more than just your fleet vehicles?

Ask about our asset management solutions and learn how our intelligent locker systems can keep your radios, weapons and other sensitive items secure.