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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

Paperless Document Management

Best Practices for the

Independent Agency

agenda
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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an example of what we want to avoid
An Example of What We Want To Avoid!

This is the desk of a Chubb underwriter in Atlanta

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methods for going paperless
Methods For Going Paperless

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methods for going paperless1
Methods for Going Paperless

Activity

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methods for going paperless2
Methods for Going Paperless

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imaging as time saving technique
► 80+ % Say Imaging is Very or Extremely Effective (2006)Imaging As Time Saving Technique

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Source: The National Alliance Research Academy

what agencies say
57 % Say Productivity is Improved More than 30% (2006)What Agencies Say

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Source: The National Alliance Research Academy

what does paperless mean
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

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what should be scanned
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?

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back end scanning
Back-end Scanning

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occurrence scanning
Occurrence Scanning

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front end scanning
Front-end Scanning

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front end scanning reporting
Front-End Scanning - Reporting

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why use dual monitors
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

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what kind of scanner
What Kind of Scanner?

Traditional Copier?

Sheet-fed Scanner?

VS

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centralized or distributed
Centralized or Distributed?

Lots of small scanners?

One big scanner?

VS

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choosing a scanner
Choosing a Scanner

www.FreeScannerAdvice.com

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easy way to simplify scanning
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.

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shred or not
Shred or Not?

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choosing a shredder
Choosing a Shredder

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when to shred
When to Shred

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document retention
Document Retention

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electronic documents
Electronic Documents

What Problems Do These Cause?

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issues with adobe pdf files
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?

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issues with tiff files
Issues With TIFF Files
  • Dozens of “standards”
  • Format owned by Adobe
  • Confusing to receive one
  • Still a major standard for long term archival

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best practices for tiffs pdfs
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

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best practices with word
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

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best practices with outlook emails
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”

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file security best practices
File Security – Best Practices
  • Access Control
  • Audit Trail
  • Tamper Protection
  • Transfer Encryption
  • Data “at rest” Encryption

Meet or exceed compliance standards

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standard hipaa disclosure
Standard HIPAA Disclosure

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implementation best practices
Implementation – Best Practices

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barriers to implementation
Barriers to Implementation

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implementation best practices1
Implementation – Best Practices

What about leadership?

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advanced topics
Advanced Topics
  • Rules-based Workflow
  • Digital Signature Technology
  • Sending Large “secure” Emails via FTP
  • Advanced OCR for automated data collection

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rules based workflow
Rules-based Workflow

Pay Invoice

Approve Invoice

Start

Review Invoice

Reject

Invoice

Manager

Sample accounts payable workflow

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digital signature technology
Digital Signature Technology

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sending large emails
Sending LARGE Emails

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sending large emails1
Sending LARGE Emails

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sending large emails2
Sending LARGE Emails

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sending large emails3
Sending LARGE Emails

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high end ocr technologies
High-End OCR Technologies

Structured Forms

Unstructured Forms

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structured documents
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.

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unstructured documents
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.

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slide47

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)

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