Automotive Document Management
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.
Contact Us For Your Free Quote
We're here to help you explore your options and find the perfect service for your needs.
Service Options for Your Records and Storage
How Automotive Document Scanning Works
1. Prepare your documents to be scanned by placing documents and files into labeled boxes to be transported for scanning.
2. Contact Record Nations at (866) 385-3706 or fill out the form to receive free quotes from providers in your area. Choose the provider that best fits your needs and budget.
3. The scanner takes the records and transports them securely to a facility to begin the conversion process. However, if you need to conduct the process on-site, they instead take their scanners to your location.
4. Experts then scan and convert your documents to a digital format, ensuring accuracy every step of the way.
5. Records are converted into desired formats and stored on a document management system of your choosing.
6. Physical files are either returned to the office or are sent to an offsite storage unit until the retention period expires.
Why Choose Record Nations?
Fast Turnaround
Get matched to a partner in 3-5 minutes. They will work with you to get a quote based on your specifications.
Nationwide Coverage
We have partners all over the United States and Canada.
20+ Years
Record Nations has over two decades of experience matching customers to the right services.
Partnered with the Best
We are partnered with thousands of partners nationwide providing you with the best, secure options in your area.
Frequently Asked Questions
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.
