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Paperless Document Management

Paperless Document Management. Best Practices for the Independent Agency. Agenda. IIABSC Spring Conference 2012. Goals for this class Methods for going paperless Best practices for paperless processes Barriers to successful adoption Advanced topics on paperless practices.

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Paperless Document Management

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  1. Paperless Document Management Best Practices for the Independent Agency

  2. Agenda IIABSC Spring Conference 2012 • Goals for this class • Methods for going paperless • Best practices for paperless processes • Barriers to successful adoption • Advanced topics on paperless practices Continuing Education Class

  3. An Example of What We Want To Avoid! This is the desk of a Chubb underwriter in Atlanta Continuing Education Class

  4. Continuing Education Class

  5. Methods For Going Paperless Continuing Education Class

  6. Methods for Going Paperless Activity Continuing Education Class

  7. Methods for Going Paperless Continuing Education Class

  8. Continuing Education Class

  9. ► 80+ % Say Imaging is Very or Extremely Effective (2006) Imaging As Time Saving Technique Continuing Education Class Source: The National Alliance Research Academy

  10. 57 % Say Productivity is Improved More than 30% (2006) What Agencies Say Continuing Education Class Source: The National Alliance Research Academy

  11. What does “paperless” mean? • Current documents available to view • No dual systems (paper AND electronic) • Consistent workflow • No “holdouts” who do things another way • All documents available from a single place • Changes in communication • Dual monitors • Document retention plan Continuing Education Class

  12. What Should Be Scanned? • Appraisals • Cancellations • Carrier bulletins • Carrier manual updates • Class schedules • Checks • Claim notices • Claim payments • Completed/signed applications • Deposits • Employment forms • Endorsements • Invoices • Junk mail • Late payment notices • Licensing information • Photos • Policies • Premium audits • Premium finance notices • Producers' working files • Rating worksheets • Signed cancellation requests • Signed proposals • Statements from carriers • Other? Continuing Education Class

  13. Back-end Scanning Continuing Education Class

  14. Occurrence Scanning Continuing Education Class

  15. Front-end Scanning Continuing Education Class

  16. Front-End Scanning - Reporting Continuing Education Class

  17. Why Use Dual Monitors?* • Binder/Certificate--open the customer file on one monitor and the cert request on the other. • Policy change Data entry from management system to the company's website-open the customer file on one screen and the company website on the other. • New business--Data entry from management system to the company's website--open the customer file on one screen and the company website on the other. • Quoting--comparative rater on one screen, customer file, email, or whatever you get the quote info from on another. • Vin verification--one screen is the vin verification website, the other is the company policy view or change. • MAIN REASON: 20% to 30% increase in productivity when you key from image (handout) *Research from Angela Adams Consulting AAdams@AngelaAdamsConsulting.com 770-853-1200 Continuing Education Class

  18. What Kind of Scanner? Traditional Copier? Sheet-fed Scanner? VS Continuing Education Class

  19. Centralized or Distributed? Lots of small scanners? One big scanner? VS Continuing Education Class

  20. Choosing a Scanner www.FreeScannerAdvice.com Continuing Education Class

  21. Easy Way to Simplify Scanning List of users and the number associated with each user goes here Choose the correct user number here. Press the “scan” button and you are done. Docs go to user’s folder for attaching to activity. Continuing Education Class

  22. Shred or Not? Continuing Education Class

  23. Choosing a Shredder Continuing Education Class

  24. When to Shred Continuing Education Class

  25. Document Retention Continuing Education Class

  26. Electronic Documents What Problems Do These Cause? Continuing Education Class

  27. Issues With Adobe PDF Files • PDF/A, PDF/X, PDF/E, PDF/UA, PDF/VT, etc. • Did you receive a locked PDF? • Searchable or image PDF? • Signed or unsigned? Continuing Education Class

  28. Issues With TIFF Files • Dozens of “standards” • Format owned by Adobe • Confusing to receive one • Still a major standard for long term archival Continuing Education Class

  29. Best Practices for TIFFs & PDFs • OK to file both or either • Select a “standard” • PDF/A for archival • TIFF CCITT Group IV • Adopt a “normalization” internal process to the chosen standard • Auto-import from folder • Drag and drop • Print drivers (Adobe or other) • Eliminates problem with “locked” files • Remember document manipulation Continuing Education Class

  30. Best Practices with Word • Print to PDF or TIFF adopted standardif: • No changes anticipated or desired • Permanent archive • Save as Word if: • Anticipate “re-use” in future • DMS protects from changes Continuing Education Class

  31. Best Practices with Outlook Emails • Save the email and attachment • i.e. email = correspondence • attachment = “signed app” • Save attachments separately • (in addition to both together) • Forward multiple emails then attach that as one “conversation” Continuing Education Class

  32. File Security – Best Practices • Access Control • Audit Trail • Tamper Protection • Transfer Encryption • Data “at rest” Encryption Meet or exceed compliance standards Continuing Education Class

  33. Standard HIPAA Disclosure Continuing Education Class

  34. Implementation – Best Practices Continuing Education Class

  35. Barriers to Implementation Continuing Education Class

  36. Implementation – Best Practices What about leadership? Continuing Education Class

  37. Advanced Topics • Rules-based Workflow • Digital Signature Technology • Sending Large “secure” Emails via FTP • Advanced OCR for automated data collection Continuing Education Class

  38. Rules-based Workflow Pay Invoice Approve Invoice Start Review Invoice Reject Invoice Manager Sample accounts payable workflow Continuing Education Class

  39. Digital Signature Technology Continuing Education Class

  40. Sending LARGE Emails Continuing Education Class

  41. Sending LARGE Emails Continuing Education Class

  42. Sending LARGE Emails Continuing Education Class

  43. Sending LARGE Emails Continuing Education Class

  44. High-End OCR Technologies Structured Forms Unstructured Forms Continuing Education Class

  45. Structured documents Each form is identical. • Credit applications • Order forms • Inventory sheets • Healthcare claim Define a standard template for each form. You choose and define each individual data field that you want to extract. Continuing Education Class

  46. Unstructured Documents • They come in many different formats. • Very time consuming to define a template for each format, not being cost effective for your organization. • Software is designed to logically find the data on the form. • Emulates a knowledge worker. Continuing Education Class

  47. YES NO Recognition Technology Optical Character Recognition (OCR) Machine Print Intelligent Character Recognition (ICR) Optical Mark Recognition (OMR) Bar Code Recognition (BCR) Magnetic Ink Character Recognition (MICR) Continuing Education Class

  48. Continuing Education Class

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