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Document Archiving Workflow Models
(Costs you $)
(Costs you more $)
|IDEAS Virtually Paperless
(Saves Makes you $)
||All documents/1 /2
||All documents/1 /2
||All documents—temporarily/1 /2
||Few documents—no third party/4
|Human Error Risk &
|1/ Cost impact 2/ High security risk 3/ Profit impact 4/ Reduced cost impact
In this version, all documents are printed and stored as physical items. This requires a heavy time investment for Service and Warranty claims personnel because they have to print and manage every document. There are costs associated with paper, toner, and printer downtime. Additionally, the documents must be stored, which costs money whether it's on site (by taking up valuable space that could be dedicated to revenue-producing activities) or off-site. Perhaps most important is the chance for human error and misplacement of documents. This can result in negative warranty audit results, and thus a high degree of warranty charge-backs.
Print & Scan Workflow
This model utilizes scanning technology to archive documents. However, everything is still being printed, so the costs associated with that continue. Plus additional costs are realized through hiring skilled personnel to do the scanning, as well as using a third party vendor to shred the documents once they have been scanned. Since you can't scan a document until an RO is closed, they must be securely stored until they are scanned. Documents that sit unsecured or manually travel throughout the dealership can result in either being misplaced, or worst still, become a high security risk with potential liability to your business.
Virtually Paperless – with IDEAS from Canon Solutions America
Printing is dramatically reduced, resulting in fewer documents that need to be managed by service personnel. Costs are controlled by greatly reducing the amount of printing, scanning and storage. Additionally, document retrieval for warranty audits is now a matter of minutes, not hours or days, resulting in more successful manufacturer and warranty audits and fewer charge-backs. This is the only document archiving model that actually frees up the service advisor's and technician's time – meaning more vehicles per day can be repaired, fewer loaner cars may be needed, customers are happier, service revenue opportunity increases and CSI scores can be significantly improved.