Automotive Document Management

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Rev Up Your Document Management With Tailored Solutions for Automotive Businesses

In the automotive industry, every moment counts, and efficiency is the key to success. That’s why at Record Nations, we recognize the critical importance of streamlined document scanning and storage solutions for dealerships. The sheer volume of paperwork can overwhelm even the most organized operations, from sales contracts to service records. 

Our comprehensive suite of services encompasses document scanning, organized records storage, and cutting-edge document management solutions tailored specifically to the unique needs of automotive enterprises. Let us empower your business with the tools it needs to thrive in the modern automotive landscape.

Our service providers’ cutting-edge document scanning services ensure that every document is digitized with precision and clarity, eliminating the hassle of unmanageable paper trails and greatly improving accessibility. With secure and efficient document storage solutions, your dealership can free up valuable physical space while safeguarding sensitive information. Stay ahead of the curve in the competitive automotive market by embracing the efficiency and reliability of document management services.

How Record Nations Helps Your Dealership Get Ahead

Streamlined Operations

Our service providers’ document management services streamline administrative processes by digitizing and organizing paperwork, reducing manual tasks, and saving time.

Increased Efficiency

By digitizing documents or storing your records off-site and implementing efficient retrieval systems, these services enable your automotive businesses to access information quickly, improving overall efficiency and responsiveness.

Enhanced Compliance

Our service providers help your dealership adhere to industry regulations and standards by securely storing and managing sensitive information, reducing the risk of non-compliance and potential penalties. In addition, they’ll help you keep up with retention requirements.

Improved Customer Service

Faster access to information and streamlined processes enabled by document management services allow your automotive business to provide better customer service, leading to increased satisfaction and loyalty.

Automotive Industry FAQs

What types of documents should I scan?

Our service providers are equipped to handle any type of automotive document. Some examples include: sales contracts, vehicle titles and registrations, service records, vehicle inspection reports, financial documents, vendor contracts and agreements, employee records, and more.

How much does it cost to scan my documents?

On average it costs between 7-12 cents per page. However, the price will depend on how many documents you have, the type, the complexity, and any other special requests. You will receive an accurate price quote when we connect you with one of our service providers.

What is the turnaround time for a project?

The timeline of your project will depend on what service(s) you need, the size of your project, the complexity, and any other requirements. Your service provider will give you a timeline after you contact us with the details of your project.

How does Record Nations ensure the security of my automotive documents?

All of our service providers meet or exceed all state, federal, and local regulations regarding data privacy. In addition, their off-site facilities come equipped with fire-suppressant systems, climate controls, access controls, 24/7 security, and more. Our DMS service providers can also add on encryption, access controls, version controls, redaction, and more.

Can I edit the automotive documents I scan?

When you request OCR scanning, you can easily search for, edit, and share any documents you scan into your system.

How long do I need to keep my records before destroying them?

The FTC requires:
Disclosure statements - 2 years
Credit application records - up to 25 months
Documents related to sales of cars including warranty and service contracts, sales guides, sales contracts - indefinitely
Record of sales of auto parts - up to 6 years
Employee records such as time cards, compensation records, etc. - up to 3 years
Inventory records - about 2 years

What is the Privacy Act of 1974?

A federal agency must follow this act for the collection, use, transfer, and disclosure of an individual’s PII.

What is the Gramm-Leach-Bliley Act (GLBA)?

GLBA protects the privacy of consumer information held by any business that provides financial products or services. It also ensures privacy protections against the sale of any private financial information.

What is the Disposal Rule?

Requires all companies to destroy consumer information to ensure customer privacy. Proper disposal includes shredding and erasing digital records to ensure consumer reports or not left unaccounted for.

What are the Red Flag Rules?

Requires dealerships and financial institutions to create a written identity theft prevention program to detect, prevent, and mitigate identity theft.

What is the Payment Card Industry (PCI) Security Standard?

Aims to enhance security for consumers by setting guidelines for any company that accepts, stores, processes, or transmits credit card information. The act focuses on improving payment security throughout the transaction process created by the major payment card brands.

What is the California Consumer Privacy Act (CCPA)?

The CCPA grants California consumers the right to know what personal information is collected, shared, or sold by businesses, the right to delete personal information held by businesses, the right to opt out of the sale of personal information by businesses, and the right to non-discrimination in terms of price or service by businesses.

See What Our Customers Are Saying

Mendocino County Museum
Santa Rosa, CA
"Cid was very helpful and willing to look for every possible option. Wonderful customer service!"
Sacramento, CA
"VERY quick response to my inquiry, friendly call that took care of all the details in a professional and timely fashion."

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.