Auto Dealership Records Management and Scanning Services
Why digitize your deal files and repair orders?
Eliminate missing files
Are you prepared if an audit happens tomorrow?
Free up space within the office
What if that second floor had something other than boxes?
Ensure disaster recovery
Are your boxes safe from fire or flood?
No longer house customer’s personal information
Control and secure accessibility in the cloud
Solution for Deal Files
“Scan on Demand”
Secure box storage at Recordsforce facility
Delivery as needed through the cloud
Solution for Repair Orders
Backfile Scanning
Indexed and stored in the cloud
100% accessibility anytime, anywhere
Our Process
“Our process used to be entirely manual, we would collect deal files all year, pack into boxes, and store them in our basement. Now we store our deal files with Recordsforce and leverage their scan on demand program. As well, they helped us digitize all our old repair orders, and organize them within the cloud so anytime a manufacturer does a warranty audit, we are ready to go”
Retrieve your documents
Do you have boxes or shelves of deal files and repair orders clogging up your office? Recordsforce can send a team to shelve and transport your docuements back to our secure SSAE-18 SOC 1 Type II compliant scanning facility. Not in the Northeast? We provide ready to pack boxes with instructions for shipping your charts back to our facility. Once they are received, the documents are checked into our PACE production management system and given a unique batch number. Our PACE system tracks all of the information relating to that batch, as well as every step that batch will go through while being processed. This offers one-of-a-kind transparency and real-time status updates to our customers, ensuring the chain of custody for your documents, and allowing you to track your records as they progress through our digitization process.
Document Preparation
Our highly experienced staff is trained to prepare your files for scanning. During that process staples are removed, sticky notes are moved, if documents are damaged they are repaired, and everything is done in accordance with FDA CFR 21 Part 11 if any document needs to be altered in order to digitize. Furthermore, our team can help you reduce the cost of your project by identifying and removing documents that you do not need to retain as part of your retention requirements. By removing these unneeded documents, we reduce the overall cost of scanning, storing, and managing your deal files and repair orders forever.
Document Scanning
The documents are then scanned exclusively through our high-speed Kodak 5000 series scanners. These machines, combined with our trained technicians, ensure the best resolution, clarity and results. Our scanners are tried and trusted by the world’s most prestigious institutions, as they provide the highest possible quality with minimal downtime.
Data Capture
Data is captured per each customer’s instruction. Work instructions are first approved by the client before technicians are able to start our process. This ensures that an individual is knowledgeable about the specific instructions required by the customer. Documents are then indexed through manual keying or automated data recognition in our specialized data capture software.
Quality Control
Using data validation, field level constraints, human review, and business rules, our process ensures that your documents are complete and processed accurately. Our controls are built to meet the most stringent regulatory requirements and ensure the highest level of customer satisfaction.
Delivery to you
Once the documents have been passed by quality control, they are exported out of the data capture software, and delivered via an encrypted thumb drive, uploaded to one of our cloud-based systems or SFTP (Secure File Transfer Protocol) to our portal, or we can even upload your new digital files into your dealer management software.
Frequently Asked Questions
Can you return the records once they’re scanned? Absolutely, we can return immediatey, or save digitally and we will store your boxes free of charge for up 6 months until you determine how you’d like to proceed
How do you get our documents? Recordsforce can arrange a courier, or we can help you package and send them by mail (fully insured and trackable)
How long will the project take? That depends on how many files you have, however Recordsforce offers complete transparency into the process utilizing our PACE system. Recordsforce customers can always see the status of their batches through PACE.
What certification do you have for security? Recordsforce facility is SSAE-18 SOC Type II compliant. The SOC II focuses on a business’s controls as they relate to security, availability, processing integrity, confidentiality, and privacy of a system.