Every dealership runs on data from documents. From buyer orders and credit applications to warranty claims and service records, your business lives on paperwork. Yet much of that information sits idle in filing cabinets, shared drives, or buried in reports where core systems can’t use it. This limits ability to fully control, analyze, and leverage data.
Legacy systems like Reynolds & Reynolds, Dealertrack, and CDK excel at transactions and inventory management, but were not built to securely capture, organize, index, and automate document data at scale. According to McKinzey Global Institute, employees spend nearly 20% of their time searching for information trapped in documents and systems. That’s precious time your dealership could convert into faster deals, better customer experiences, and lower operating costs simply by modernizing your document workflows.
What Modern Document Management Can Do for Your Dealership
A next-generation solution transforms every document into a usable asset – automatically. With documents that are safe, searchable, and instantly available, information can be consistently used instead of scattered or overlooked. This means dealership team members can validate deals faster, reduce rework, maintain compliance, and have instant access to accurate customer and transaction records.
Stop Manual Tasks and Speed Operations
A next-generation document management solution can:
- Digitize and enable every document using optical character recognition (OCR) and machine learning, making printed and handwritten text searchable and actionable.
- File, index and retrieve accurately, so staff find what they need in seconds – not minutes or hours.
- Automate repetitive workflows like approvals, routing, and retention scheduling, reducing manual steps and errors.
- Securely centralize files so that the right people access the right information at the right time, whether in the showroom, back office, or remote.
Our solution eliminates hours of manual data entry and repeated searches. Instead of staff digging through cabinets or toggling between systems, everything they need is just a few clicks away. This saves time, reduces errors, improves compliance, and accelerates deal closing and funding.
Secure Storage You Can Trust
Document security should never be an afterthought. Today’s systems protect sensitive information with advanced encryption, role-based access, and strict retention controls. That means:
- Customer credit applications, licensing documents, and financial files are securely encrypted and accessible only to authorized users.
- Audit trails show who accessed each document and when, simplifying internal reviews and external compliance audits.
- Automated retention rules keep files only as long as required, reducing risk and legal exposure.
Real Results for Real Dealerships
The benefits of modern document management extend well beyond storage:
- Faster deals: Automated document capture and routing eliminate delays.
- Improved accuracy: Automated extraction dramatically reduces manual input errors.
- Better customer experience: Instant access to sales and service files improves responsiveness.
- Scalable growth: Whether you add rooftops or increase sale volume, documents remain organized and accessible without adding staff.
Your Next Step
With Toshiba you have a partner committed to supporting your dealership from implementation to ongoing optimization. We understand dealership challenges and deliver solutions that complement your existing systems without disrupting daily operations.
Dealership productivity isn’t limited by a lack of software—it’s limited by how effectively documents are captured, connected, and put to work across the business
Visit our website to schedule a demo and discover how intelligent document management can unlock hidden value in your dealership documents.