Digital Document Storage Solution Overview
Reynolds and Reynolds offers a comprehensive digital document storage solution aimed at revolutionizing the way automobile dealerships manage their paperwork. From dealing with heaps of paper in various locations like storage containers, filing cabinets, and office buildings, to undergoing the arduous process of fulfilling audit requirements, the burden of paper storage can be significantly reduced by transitioning to digital document storage.
Key Benefits of the Solution
The digital document storage solution allows users to quickly and easily view documents on their computers, store all deal documents together for easy access, minimize time spent investigating errors in repair orders (ROs) and invoices, maintain compliance by ensuring proper signing and storage of documents, facilitate stress-free audits with immediate access to archived documents, and reduce the risk of misused, damaged, or stolen files through secure access.
The docuPAD® System
One of the core components of the digital document storage solution is the docuPAD® system. This system assists dealerships in transforming their Finance & Insurance (F&I) processes from paper-intensive to digital. It offers features like digital menu presentation, electronic forms signing, and eContracting, allowing for the electronic signing and storage of deal documents, provision of digital copies to customers, ensuring the completeness of all documents in an electronic deal jacket for easy retrieval, and reducing the time and cost associated with paper management.
Integrated Document Management
The Integrated Document Management feature within the digital storage solution simplifies the collection, storage, and retrieval of various essential documents like invoices, ROs, and deal jackets. Businesses can automate the direct saving of documents into the system, thus cutting costs on paper, toner, and redundant copies. Additionally, the system provides an easy search function for swiftly locating required documents and allows for secure document sharing, saving time, and enhancing organizational efficiency.
eApproval Functionality
The eApproval feature addresses the challenge of advisors' workstations being cluttered with paper documents. By enabling advisors to send recommended work directly to customers' phones for approval, attaching real photos and videos of their vehicles for better comprehension, and recording approvals or declines automatically in the DMS, this tool streamlines the approval process, enhances customer experience, and ensures efficient follow-up.