Industry – Automotive

Customer File Protection and Authorized Access

The Archive Studio Document Management Software Suite automates many business functions in the automotive dealer industry, such as managing customer deal jackets or vendor files, employee records, accounting files, proof of delivery and parts orders.  Other documents that must be maintained include service orders, including written remarks from the mechanics and warranty work performed.

Legal and privacy requirements mandate that auto dealerships retain deal jackets securely for new car sales. These packets typically contain customer finance records, title and lease applications, a driver’s license copy, proof of insurance, an odometer statement, red flag report and other support files.

Archive Studio will provide the safe and secure environment that is required by the Safeguards Rule of the Gramm-Leach-Bliley Act, the FTC Privacy Rule and the Disposal Rule. The Privacy Rule applies to car dealers who:

  • Extend credit to someone (for example, through a retail installment contract) in connection with the purchase of a car for personal, family, or household use;
  • Arrange for someone to finance or lease a car for personal, family, or household use; or
  • Provide financial advice or counseling to individuals.

Penalties for non-compliance of the Safeguard and Privacy Rule in fines up to $10,000 per violation for officers and directors personally liable, and for the financial institution liable, penalties of up to $100,000 per violation. Criminal penalties include imprisonment for up to five years and fines. If you engage in these activities, any personal information that you collect to provide these services is covered by the Privacy Rule.

Examples of personal information include someone’s name, address, phone number, or other information that could be used to identify them individually.
The Privacy Rule applies if you collect personal information about someone in connection with the potential financing or leasing of a car, even if that person does not fill out a formal application.

Penalties for non-compliance of the Disposal Rule can result in consumer recovery of their actual damages sustained from identity theft.  Where large numbers of consumers are affected, they may be able to bring class actions seeking potentially massive statutory damages.  Courts are also authorized to award punitive damages in either an individual suit or a class action. Finally, a successful plaintiff, or class of plaintiffs, may recover reasonable attorneys’ fees.  In some cases, the government may bring an action in federal district court for up to $2,500 in penalties for each independent violation of the rule.  The states are also authorized to bring actions on behalf of their residents and, in appropriate cases, may recover up to $1,000 for each willful or negligent violation of the rule.  As with private lawsuits, moreover, the state may recover its attorneys’ fees if successful in such an action.”

Helpful link(s)/Source(s):
1. http://www.ftc.gov/privacy/privacyinitiatives/glbact.html
2. http://www.liveoffice.com/regulations/gramm-leach-bliley.asp

What you get by using the DocuLex Archive Studio software and cloud service:

  • Customer’s personal information will be secure in a digital environment, away from unauthorized employees, vendors and other prying eyes.
  • The digital documents are generally recognized as the legal representation of the paper documents, therefore, the paper may be destroyed freeing up valuable storage space.
  • The client files will always be available in an instant, from anywhere, to any authorized user through DocuLex the WebSearch Document Management software and a secure internet connection, 24/7.
  • The client file may be viewed, downloaded or printed by authorized users only.
  • An activity log will be maintained on all file activity for the life of the retention policy period.
  • DocuLex will electronically shred files after exceeding the legal retention period, pending any legal holds.
  • DocuLex will maintain the secure web based application “WebSearch” document management systems infrastructure, updates and data backup’s at our SAS-70 certified data facility.
  • Client file may be scanned or uploaded immediately into DocuLex WebSearch, without maintaining any local desktop or network software.

Email Archiving and Compliance:
Email has become a significant portion of business workflow for many industries, including automotive dealers.  This has created storage and security issues that need to be addressed, not to mention necessary compliance with many regulatory mandates. Having an email archiving solution in place supplies the user with a streamlined means of protecting this vital information, while making it easily accessible for discovery purposes (someone has a copy of your email, do you?). Email, when properly archived, is part of the ever-important “corporate memory”, which must be retained and maintained in many cases for a number of years. Archive Studio provides an on-demand or on-premise email archiving solution for email storage management, legal discovery, compliance, and policy-based corporate governance needs – a must have. Archive Studio allows organizations to reduce the demands on Exchange and eliminate PSTs, while providing a virtually unlimited browser based mailbox for knowledge workers.

DocuLex document management software supports most major brand production scanners and multifunctional copiers/printers with scanning capability.

We recommend the following “Archive Studio” selection of Document Management products.

WebSearch DOCUMENT MANAGEMENT, WORKFLOW, RETRIEVAL AND RECORDS RETENTION
WebSearch manages security and retrieval of indexed and stored electronic files housed locally on a network or remote file server with secure access to the internet. The electronic files may be easily located by searching document-specific descriptions or a combination of full text key words contained in the document. Proximity searching is also available using visual file cabinet and folder structure methods. WebSearch is the electronic document management component accompanying the document imaging and content indexing programs, Goby Capture, Office and Professional Capture.

Goby Capture DISTRIBUTED and ELECTRONIC FILES
Designed to utilize with digital copiers, network scanners and Microsoft Office. Goby provides walk-up convenience for scanning, indexing, archiving and sharing valuable documents. In addition, Goby offers the integrated capture and indexing capability for MS-Office files such as MS-Word, Excel and Outlook.

WebSearch Browser Based Capture LOW DEMAND
Designed for use with desktop scanners, WebSearch Capture is a convenient low-volume browser-based document scanning feature built in to WebSearch. It is available for users that desire a simple solution to quickly scan and index documents, making them archived and available on your network or in the Cloud for storage and retrieval. WebSearch Capture is on-demand scanning when needed and requires no desktop installation, only a browser. WebSearch Capture integrates electronic capture of paper files, plus content indexing, which produces searchable electronic files.

 

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