Document Management System

A Document Management System in a dealership context is a software solution for storing, organizing, and retrieving digital copies of documents. Dealerships generate a lot of paperwork – sales contracts, lease agreements, finance documents, driver’s license copies, service repair orders, parts invoices, etc. – and a DMS (document system, not to be confused with dealer management system) allows them to scan and index these documents rather than keep solely paper files. For example, once a car sale is complete, all signed documents might be scanned and linked to that deal in the system, so if they need to be referenced, staff can pull them up on a computer rather than digging through file cabinets. In Canada, where regulations require keeping certain records (Ontario dealers must keep deal records for 6 years [oai_citation:15‡omvic.examzify.com](https://omvic.examzify.com/question/how-long-does-the-mvda-3b960ca29549c523#:~:text=The%20Record,no%20less%20than%20six%20years)), electronic document storage can be more secure and space-saving. These systems often have search functionality (find a document by customer name, VIN, deal number), and access controls to protect sensitive info (only finance managers might view credit apps, etc.). A good document management system helps with audit compliance – if OMVIC or another body wants to inspect records, the dealer can retrieve them quickly. It also adds to disaster recovery, because if physical files are damaged or lost, the digital copies remain safe (especially if backed up). Transitioning to a document management system is a step toward a more efficient, paperless dealership operation.