Going paperless. How can you send a picture of the DL?

[DealerITperson]

I can take all the paperwork from the salespeople.
But the one aspect I can't figure out a solution for is, that people want all paperwork completed when before they arrive.
To do this we need the DL.
How can we have this sent to the dealer without using email or text? The only thing I can come up with is allowing email but then only the F n I guys can get this and then they must delete it and give them the permanent delete instructions.

Any ideas?

 

[Ryan Everson]

I can take all the paperwork from the salespeople.
But the one aspect I can't figure out a solution for is, that people want all paperwork completed when before they arrive.
To do this we need the DL.
How can we have this sent to the dealer without using email or text? The only thing I can come up with is allowing email but then only the F n I guys can get this and then they must delete it and give them the permanent delete instructions.

Any ideas?

You'd want a secure portal for customers to upload documents to.

Many dealers are on Office365 and use a OneDrive secure upload link.

DriveCentric CRM offers a solution:

AI CRM Platform For Your Auto Dealership | DriveCentric

DriveCentric offers the world's first AI CRM platform, combining advanced AI with intuitive design for superior relationship management. Learn more!

drivecentric.com

ComplyAuto offers a solution:

ComplyCrypt - ComplyAuto

complyauto.com

 

[Tallcool1]

Yes, this can be done pretty easily.

Create a Secure Portal through a Webform Application. Attach the form to your CRM via Webhook. It is cheap and it is HIPPA level secure.

Send the Contact a link to the Webform via SMS or Email. Tell them to attach the DL and click Send. It will show up on your side securely.

Send me a DM if you need specific assistance. I have done this through an app that I currently use for my Credit Applications. It took all of about 2 minutes to do it.

 

[Carsten]

I would prefer @Tallcool1 solution of using a 3rd party and let them deal with the security.

I wouldn't want to use 365, dropbox or such that is in my company's name.

 

[Dan_PrintSent]

If your dealership uses Zoom phone, or you do, they have an app in the App Store for this called Encrypt Send . For sending files or receiving
them.

 

[KennySmithAutoUnite]

Looking at this from the store side, I wouldn’t solve it by having customers email or text pictures of their license and then relying on everyone to delete them afterward.

There are just too many places that image can end up. Inbox, text thread, employee phone, downloads folder, backups, forwarded messages, etc.

The cleanest process to me is a secure upload link. Customer gets the link, uploads the front and back of the DL, and it goes straight into a restricted customer record or document vault. The salesperson should be able to see that it was received without needing to download the actual image to their phone or computer.

I’d want the link to expire, access controlled by role, an audit trail showing who accessed it, and a clear retention/deletion policy.

I also wouldn’t really use HIPAA as the measuring stick here. If that customer’s information is tied into financing or leasing, I’d be looking at the FTC Safeguards Rule and making sure whatever process we’re using fits inside the dealership’s information security program.

Whether the upload piece comes from the CRM, DMS, Microsoft, Zoom or another vendor matters less to me than where the document actually ends up and who can touch it.

Dan’s secure-send option could absolutely work. My preference would just be to avoid creating another separate place for customer documents to live if we can send them directly into the system the store already controls.

Going paperless should mean fewer copies of sensitive information floating around the dealership, not taking something that used to sit in one locked file and spreading it across five different digital places.

 

[Tallcool1]

Looking at this from the store side, I wouldn’t solve it by having customers email or text pictures of their license and then relying on everyone to delete them afterward.

There are just too many places that image can end up. Inbox, text thread, employee phone, downloads folder, backups, forwarded messages, etc.

The cleanest process to me is a secure upload link. Customer gets the link, uploads the front and back of the DL, and it goes straight into a restricted customer record or document vault. The salesperson should be able to see that it was received without needing to download the actual image to their phone or computer.

I’d want the link to expire, access controlled by role, an audit trail showing who accessed it, and a clear retention/deletion policy.

I also wouldn’t really use HIPAA as the measuring stick here. If that customer’s information is tied into financing or leasing, I’d be looking at the FTC Safeguards Rule and making sure whatever process we’re using fits inside the dealership’s information security program.

Whether the upload piece comes from the CRM, DMS, Microsoft, Zoom or another vendor matters less to me than where the document actually ends up and who can touch it.

Dan’s secure-send option could absolutely work. My preference would just be to avoid creating another separate place for customer documents to live if we can send them directly into the system the store already controls.

Going paperless should mean fewer copies of sensitive information floating around the dealership, not taking something that used to sit in one locked file and spreading it across five different digital places.

You are describing exactly what I use. I referenced HIPPA Level Compliance because it is viewed as a much higher level of security than what a document of this nature would really require. The Documents loaded into the Portal arrive directly in the CRM attached to the Document Tab for the customer that the documents belong to. There is not an extra storage vault. The CRM Contact Record IS the storage vault.