Document scanning and conversion in auto dealership service departments

Document Scanning and Conversion in Auto Dealership Service Departments

The article discusses how digital conversion of documents is useful for the auto dealership industry.

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Today, auto dealers consider digital media as an effective way to spread the message about their brand, and to create the right ambiance in their showrooms. It is also found helpful in addressing the challenges prevailing in the industry such as paper clutter, data loss, and restricted data access. Scanning and converting old paper documents to digital format and combining them with the existing digital system has proved to be effective for improved workflow and in increasing the overall efficiency of the system.

Auto dealership service departments use a huge quantity of paper in connection with every purchase or lease of vehicle. These need to be managed appropriately. Managing paper documents containing important information such as credit applications, leasing agreements, sales contracts, and DMV paperwork is very labor intensive and cumbersome. Many dealers are using paperless technology to replace the heaps of paperwork involved in selling and servicing automobiles.

According to a recent report, auto dealers are investing considerably in eliminating the usage of paper together with arranging energy-efficient facilities, energy sources, lighting, and workflow processes. They are encouraging paperless document management system and archiving technology in the services department.

Paperless Document Management System and Archiving Technology To eliminate the need for paper documents and paper forms in dealership service departments, the subsidiary of Canon U.S.A has introduced digital imaging technology into the process. 

Digital storage of documents has helped them save tens of thousands of dollars.

Eliminating the need for document filing, handling and processing has reduced the number of laborers required, and the expense incurred in buying printer, ink, and toner. For example: Fields Volvo Northfield has reported a savings of $100,000 each year by eliminating paper repair orders and related documents in the service department.

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Paperless document management solutions can automate many business functions in the automotive dealer industry, such as o o o o o o o o

Customer deal jackets Vendor files Employee records Accounting files Proof of delivery and parts orders Service orders Written remarks from mechanics Warranty work performed

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Data security is yet another advantage. As per law, auto dealerships should retain the deal packets for new auto sales with adequate security and safety.

These records often contain customer finance records, title and lease applications, driver’s license copy, proof of insurance, odometer statement, red flag report and other support files. Files in digital format can be well protected with techniques such as authenticated access or password protection.

The paper-free process captures, categorizes and indexes repair-order (repair order for vehicles) documentation, without the need of scanning and printing documents.

For each warranty claim, automakers often require as many as 40 pages of documentation. Digital documenting helps avoid using paper for that and frees up the physical storage space to a considerable extent. Moreover, files can be made instantly available, irrespective of the location, in any of the preferred file formats.

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