Real-time notes and photo documentation from the field
Procurement requirements for waste collection
In addition to the legal obligations outlined in the Regulation of the Minister of the Environment (11 January 2013, §5.1, items 2a and 2b), nearly every public tender for municipal waste collection services requires additional field-level reporting on irregularities observed by collection crews.
If the contracting authority does not mandate more advanced systems for documenting waste collection, such as onboard vision systems, RFID-based bin identification or weighing systems, it is standard practice to require photographic documentation at waste collection points. More detailed specifications often demand standardised reporting using predefined categories, such as:
- Incorrect waste type
- Overflowing bin
- Bin not placed out for collection
- Blocked access
- Other (free-text description).
Enhanced field documentation with the XTrack System
How does the XTrack System improve field documentation and streamline the flow of information among all stakeholders in the waste collection chain?
- Crews can document issues using smartphones or tablets equipped with the XTrack WorkMate mobile app, eliminating the need for additional equipment such as standalone cameras.
- Notes and photos are sent automatically and in real time to the XTrack WebX platform. There is no need to manually upload documentation upon returning to the depot.
- When linked to a specific vehicle, crew-submitted notes and images become part of that vehicle’s service history. If not linked to a vehicle, the material is stored in the relevant crew or employee’s activity log. Manual cataloguing is not required, and all details are easy to identify.
- Every note and photo created in XTrack WorkMate is automatically timestamped and geolocated. This makes it easy to identify the source of improperly handled waste, and is especially effective when used alongside XTrack’s route and task planning tools for each collection point.
- If your vehicles are equipped with the XTrack Vision camera system, camera views can be automatically attached to WorkMate notes, speeding up the process and reducing operational and environmental costs.
All documentation generated in the field is immediately available on the XTrack WebX platform, accessible in real time to both the waste collection operator and the contracting authority (e.g. a municipal office or intermunicipal association). This enables:
- Rapid incident resolution, even while the vehicle is still en route,
- Full transparency of service execution,
- Quicker complaint handling
- It also provides insight into the waste generator’s compliance, which is especially important in the context of rising recovery targets.
Example of documented lack of access for RCV due to an improperly parked vehicle
Documentation of improper waste segregation. The operator issued a red card with a warning to the residents
Another example of irregularities. Besides potentially improper segregation, there is an overfill
