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Ricart Automotive Group
Ricart Automotive Group,
Inc. drives all critical back-office document management functions
with Intellinetics powerful Intellivue document management
engine. The results have been stunning—enabling more
sales, higher services levels, and increased efficiency.
As the world’s largest car dealer, located in Columbus,
Ohio, Ricart Automotive Group covers 66 acres and has grown
to include 20 satellite locations. This Mega Mall is responsible
for selling tens of thousands of cars annually. In one year
alone, Ricart Automotive recorded nearly $600 million from
more than 33,000 vehicles sold.
With the immense amount of paperwork generated from this kind
of sales volume and the addition of several satellite stores,
Ricart had a growing concern about maintaining proper paperwork
in an efficient manner. They were legally required to keep
numerous forms, and needed to access much of the information
frequently. Due to sheer volume, it became apparent that the
company needed to find an alternative solution to manually
filing paperwork.
“We already had a significant amount of space dedicated
to the storage of paper files and we needed more. Not only
was the physical storage area a problem, but it was a time-consuming
process to locate files when we needed them. It was obvious
that we needed a more efficient solution,” said Rob
Caruthers, CFO. “It was essential that the information
be logically indexed and quickly accessible.”
The document management team at Ricart Automotive required
a seamless solution that would integrate with their existing
main-line business applications and databases, specifically,
their Dealer Management System (DMS). A key evaluation criteria
for Ricart’s new document management platform would
be that it offer DMS-independence—Intellivue met these
requirements.
The automotive industry is the 2nd most highly regulated industry
in the United States. Due to the nature of Ricart’s
business, they had to meet stringent legal requirements for
document retention. In addition, Ricart understood that they
needed to retain the capability to expand the system in a
phased approach as they continue to grow and add more satellite
locations.
Ricart’s document management gets a tune-up
With the implementation of Intellivue as their new
electronic document storage and retrieval solution, Ricart
immediately enjoyed a substantial return on their investment.
The flexibility of Intellivue allowed the Ricart team to function
much more efficiently. From logging in new inventory to retrieving
old documents for customer requests, the system saves hours
of processing time every day. The state-of-the-art document
management system provides high-speed access to an image repository
that is growing at over 90,000 images per month.
System information is available to as many as 100 concurrent
users at any given time so employees from multiple locations
can view the documents they need whenever they need them.
Ricart inputs their data with three scan stations and sends
nightly batch jobs to enable an efficient system for indexing
documents.
“Thanks to the open, flexible nature of Intellivue,
its DMS-independent, yet compatible interface, and a focused
training program, all of our needs were met and implementation
was seamless,” commented Caruthers.
Driving away with new efficiencies
By implementing Intellivue, Ricart has been able
to meet all their pre-defined needs for a document management
system and increase efficiencies in many ways:
- The need to physically obtain paper copies of documents to
address customer inquiries is non-existent, resulting in reclaimed
space formerly used for physical file storage
- Achieve DMS-independence in a document management platform
- The new system has virtually eliminated lost files, misfiles,
and duplicate paper copies
- Ricart employees can now quickly and easily retrieve information
that enables them to answer customer inquiries almost instantaneously
- The timeframe for logging inventory has been reduced from 1.5
weeks to 1.5 days
Ricart and Intellinetics are now collaborating
on a planned upgrade, and expanding Intellivue to capture
more document types throughout Ricart’s enterprise.
“Employing Intellivue has been a wonderful experience,”
said Caruthers. "The impact it has had on our operations
is tremendous. We look forward to continuing our relationship
with Intellinetics.” he concluded.
Learn more today
If your company manages large volumes of documentation
that you’d like to turn into a tool to enhance service
levels, increase productivity and boost profitability, contact
us today to learn more about the power of Intellivue.
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