DJS Consulting provides an online document management system called PBSdocs that allows clients to securely store, track, and retrieve compliance documents for petroleum bulk storage locations. The system profiles required documents for each location, notifies responsible parties of expiring or missing documents, and provides compliance reports to support management oversight. Additional compliance services are also available to complement the online document management platform.

1. Daniel Spandau
Press ANY key
DJS Consulting, Inc.
The Center for Compliance Focus for more information
(561) 239-0090 info@PBSdocs.com
Compliance Document Management
Simple ……… Inexpensive …….. Effective ……..

2. Petroleum Bulk Storage Documents
www.PBSdocs.com
 Document Management
identification, profiling, storage,
retrieval, viewing, downloading,
emailing and printing
 Secure Web Storage
 24/7 Viewing & Retrieval
 Status and Reporting
 Automatic Notification
 Update Service
DJS Consulting, Inc. - The Center for Compliance Focus
Daniel Spandau (561) 239-0090

3. www.PBSdocs.com
Home Page – Log In

4. Client Customized Page
Client Login brings you to your Company Page
Only locations assigned to Login are accessible
From here you retrieve the files associate with a location

5. Location Profile
Document Required
Each location has a unique “Profile”
The Profile is a list of required documents based on
Federal, State and Local regulations
Each document has an
Expiration or Renewal period and
a Responsible Party assigned

6. Location Profile
Each location has a unique “Profile”
• Identifies each Document required for that location
• How document is evaluated (on expiration or on issuance)
• Time Interval
• How long before notification is generated
• Who are the Responsible Party/s for this document
• Number and frequency of these document
• Active Status – send or don’t send reports

7. Document Freshness
Each Document is checked for “Freshness”
Based on the information in the Profile, each file is analyzed
Files can be:
Current – file meets Profile requirements
Near Expiration – file needs attention
Expired – file is out of compliance
Historical – file is required but does not expire

8. Document Notification
Based on the information in the Profile, the assigned
Responsible Party/s are emailed for any file that are:
Near Expiration – file needs attention
Expired – file is out of compliance
Missing – document not uploaded
File status remains until a new document is received

9. Document Retrieval
Document are retrieved by clicking on
the file link in the “Download” column
This will open a new window
The document can be:
Saved
Printed
Emailed

10. Missing Documents
Missing Document Tab lists all required documents listed in the “Profile” and that are missing.
Notifications are sent out to the Responsible Parties to send the documents
Once the document is received and uploaded,
it is removed from the Missing Document Tab

11. Compliance Reports
Management Summary
Email notification that
documents need attention.
Detailed information is available
Summary Management Reports
Select Reports: Compliance
View Details

12. Compliance Reports
Regional Summary
Management report summaries are emailed based on a
predetermined frequency.
Each manager receives a personalized link to report data.
• Senior manager can look at all items
• Local sales manager has limited view
All Reports are designed as “Drill Down” – you only see the
level of detail that is important to you, with all the other
details at your fingertips.

13. Compliance Reports
Responsible Party Summary
Reports can be viewed by:
• Company
• Region
• Territory
• Location
• Responsible Party
Allows management to see open items based on
responsiveness of compliance staff – whether internal or
external service providers

14. Compliance Reports
Location Detail
Location Detail
Detailed listing of all documents that are
Near Expiration or Expired
and who are the Responsible Parties
Useful during a site review, or if a manager needs specific
compliance detail on a location

15. Calendar – Important Dates
Calendar events, keeping users informed
of up and coming important dates
• Regulatory Deadlines
• Trade Shows
• Task Reminders
• Training Seminars
• Company Events

16. Calendar – Event Detail
Click on a date see the detail

17. Manuals, Forms, Logs and Links
Full text documents that are instantly available
• MSDS
• Operating Manual
• Procedures
• Inventory Reconciliations
• Web links of useful information

18. Implementation Components for
Document Management
• Client Portal Setup (one time fee)
• On-going Monthly Maintenance Fee
(based on # of Locations)
– Document Tracking of Profile Requirements
– Notifications
– Upload New Documents
– Upload Logs, Forms, Manuals and create links
– Management Reports
– Security & User Information Maintenance
– Web Storage, File Backup and Bandwidth Allotment

19. Complementary Services
• Compliance Management Plan
– Strategic Planning and Implementation
• Database Development
– Data Usage to Enhance Productivity
• Develop SOPs, Procedure Manuals, Forms and Log
• Federal and State Regulatory Update Services
• Federal and State Regulatory Assistance
• Compliance Training Programs
– Management, Dealer and Contractor
• Environmental Compliance Audits
– Design, Implementation and Tracking
• 3rd Party Audit Validation
• Compliance Status Reports
• Trend Analysis

20. Daniel Spandau
DJS Consulting, Inc.
The Center for Compliance Focus
(561) 239-0090 info@PBSdocs.com
Compliance Document Management
Simple ……… Inexpensive …….. Effective ……..