Fixed Ops Magazine - 2022 Vol19 05 - 62

ADMIN DEPARTMENT BY CESAR AUGUSTUS
DMS-LESS
DOCUMENT
SCANNING
For Risk-Reduction, Compliance, Time and Cost Efficiency
T
here is a new trend in dealerships and dealer
groups around the industry. It's called DMSLESS
(or DMS-FREE) DOCUMENT SCANNING.
As the DMS wars continue to escalate, more dealerships
are making the decision to move to a new Dealer
Management System (DMS). They have also discovered
a new, more efficient, money saving option for
document scanning and storage resulting in TRUE
OWNERSHIP OF SCANNED DOCUMENTS.
Historically, most dealers' document storage has been
handled in one of two ways. The first has been a paper
filing system, requiring on-site storage. Typically, this
includes a big file room in the back
of the dealership that has proven
to be the riskiest, most inefficient,
time consuming solution also leaving
client information unprotected.
Second is document scanning, often
offered as an add-on to the DMS.
DMS VS DMS-LESS DOCUMENT SCANNING
DMS providers offer document scanning capabilities
enabling the dealership to scan repair orders and deal
jackets into the DMS. While this solution has its merits,
it typically comes at a steep price, with limited functionality,
and lacks document portability. This makes
it difficult or almost impossible to move previously
scanned files to a new DMS.
As dealers change
from one DMS provider
to another, migration
of the old data into
the new system
becomes imperative.
62
As dealers change from one DMS provider to another,
migration of the old data into the new system becomes
imperative. Because of unreliable industry standards
and different file formats used with different systems,
most of the dealership's valuable
customer and vehicle history data is
often lost, or haphazardly transferred
to the new DMS. The reality is that
the scanned documents are seldom
carried over to the new DMS due to
the high cost of transferring scanned
files. Without access to previously
scanned documents, dealers experi

Fixed Ops Magazine - 2022 Vol19 05

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