Key points (if you don’t have time to read the whole post)
- Integrated DMS scanning is not the answer. It’s expensive and locks your files into the DMS.
- You can use a digital document scanning solution like Scan123 to solve your paper problem by scanning your important paper files into digital filing cabinets
- You will be able to find documents instantly and can also download your data at any time with no fees
- Use a digital document management solution to ease migrating off your current DMS by scanning your important files into the new system so you can become less dependent on your current DMS.
- After enough of their documents are in the new system, you can cut ties without any fees from their current DMS
Dealer Management Systems (DMS) are an important and necessary tool that every successful dealership must use to organize their operations. But many systems have some big drawbacks that are particularly frustrating for users. The biggest of which is how the DMS manages paper documents. Most DMSs makes it really easy to search for information, but fall short in the management of legal documents like signed contracts, or paper documents containing handwriting, such as technician notes.
The DMS is great at generating paper, but not great at storing it.
This inability to manage paper has caused huge problems for dealerships. Dealerships generate hundreds, if not thousands, of paper documents each day that must be organized and filed so they can be retrieved as needed. These paper files fill file rooms from top to bottom, force dealerships to pay for off-site storage, and make finding documents a huge headache.
Integrated DMS scanning is not the answer
To address the paper problem, some larger DMSs have introduced scanning solutions to help dealerships digitize all of the paper that the system spits out. The problem for most dealers, however, is that these integrated scanning solutions are expensive add-ons to what is already expensive software. Furthermore, once the documents are stored in the DMS, they can be virtually impossible to export or move without paying hefty penalties. For this reason, the general sentiment towards the DMS usually falls into one of three categories:
- “The DMS works fine and we don’t want to pay to remove our files”
- “I can’t stand our DMS but I don’t see any way to switch without shockingly high fees”
- “We’re fed up with our DMS and we’re switching as soon as we can, no matter the cost”
The issue that most dealers face is that they are stuck with a single provider and they can’t switch. They made a decision years ago and married themselves to a software solution that has since made it extremely expensive to move. There may be a better option out there, if only they could get their documents out of the system.
The good news for dealerships is that there is now a better way to manage your paper files, that is not tied to a specific DMS.
Use digital document management to amplify your current DMS
For dealerships that fall into the first 2 categories: “The DMS works fine and we don’t want to pay to remove our files” and “I can’t stand our DMS but I don’t see any way to switch without shockingly high fees,” digital document management solutions are a cost-effective way to solve the paper problem without breaking the bank.
These third-party software solutions seamlessly interface with your DMS and scan all of your important paper files into digital cloud storage. Instead of managing huge file rooms, and digging through stacks of paper on people’s desks, these solutions make it easy to find any document in seconds. They are also way less expensive than integrated DMS scanning options, and a lot cheaper than paying to store mountains of paper files.
By converting to digital document management you can keep your current DMS, but solve all of the paper management issues.
Use digital document management to easily switch to a new DMS
For dealerships that fall into the third category: “We’re fed up with our DMS and we’re switching as soon as we can, no matter the cost,” digital document management offers a painless, and cost-effective way to switch. As mentioned before, the biggest obstacle to switching providers is usually getting your documents out of your current DMS without paying exorbitant fees. By using a third-party digital document management solution, you will have complete control over all of your documents.
Modern digital document solutions like Scan123 guarantee that they will “never take your data hostage,” meaning you can export it, or move it whenever you want, with no fees or restrictions. Scan123 is also DMS-agnostic meaning it works with any DMS software. If you move to a new DMS, you can keep Scan123 with no lag in service.
What some dealerships do is begin using a digital document management solution 6 months to a year before they plan to switch their DMS provider. They start scanning all of their important files into the new system so they can slowly become less and less dependent on their current DMS. After enough of their documents are in the new system, they can cut ties without any fees from their current DMS.
Digital document management is a no-brainer
Whether you’re happy with your current DMS, or looking to switch, digital document management is a cost-effective way to solve your paper problem. Dealerships who are happy with their DMS will be able to access files quickly and easily, while freeing up space by getting rid of years of paper files. Dealerships who want to switch, can start migrating their files to an open and flexible environment that they control. It’s a win-win for everyone. If you would like to learn more about how Scan123 can help your dealership decrease costs, increase efficiency, and amplify your DMS, click here for a no-strings-attached demo.
Save big compared to traditional paper storage
The average dealership wastes $1,500/month storing paper and spending time looking for documents.