Any business that has a fleet of vehicles needs to take steps in order to keep that fleet fully functioning. Whether it's a security company with a handful of sedans, or a trucking company with a fleet of over 100 vehicles, the right policies combined with the right technology can make managing a vehicle fleet much easier on the company's time and budget.
Keep records of who is using which vehicle and when. This is perhaps the most basic part of vehicle management. You need to know which driver has what vehicle, and during which times. So you need to create a log for the drivers to sign that includes driver name, the date, the vehicle number, the time taken and the time returned.
Keep records of vehicle condition and mileage. You can easily add a few additional sections to the vehicle log that a driver has to fill out when accepting a fleet vehicle. A quick check of the vehicle for dings or scratches, mechanical problems, and the mileage before and after the shift can save you a world of trouble when it comes to maintenance and staying abreast of problems. Make sure that regular maintenance is done on the vehicles according to the mileage and if you aren't doing it in-house, keep regular appointments with an auto shop to keep your fleet tuned and repaired.
Store all of the records both physically and digitally. If you transfer the records over to computer then they're easy to look up, but the physical copy should also be stored just in case you need to verify what the computer tells you.
Put GPS tracking devices on your fleet vehicles. This isn't necessary, but it is helpful, especially if your fleet vehicles go very far afield such as with fleets of semi-trucks. GPS tracking devices will show you where the vehicles are at what time, and it can eliminate the need for a driver to call in and check with the base. It will also eliminate unnecessary driving because driving patterns can be checked. Lastly, GPS tracking devices are very useful in case a fleet vehicle gets stolen.