Presentation on theme: "IIABSC Spring Conference 2012 Paperless Document Management Best Practices for the Independent Agency."— Presentation transcript:
IIABSC Spring Conference 2012 Paperless Document Management Best Practices for the Independent Agency
Agenda Goals for this class Methods for going paperless Best practices for paperless processes Barriers to successful adoption Advanced topics on paperless practices 3/15/12Continuing Education Class2 IIABSC Spring Conference 2012
An Example of What We Want To Avoid! This is the desk of a Chubb underwriter in Atlanta 3/15/12Continuing Education Class3
Imaging As Time Saving Technique 3/15/12Continuing Education Class9 ► 80+ % Say Imaging is Very or Extremely Effective (2006 ) Source: The National Alliance Research Academy
What Agencies Say 3/15/12Continuing Education Class10 57 % Say Productivity is Improved More than 30% (2006 ) Source: The National Alliance Research Academy
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 3/15/12Continuing Education Class11
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? 3/15/12Continuing Education Class12
3/15/12Continuing Education Class17 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
What Kind of Scanner? Traditional Copier? Sheet-fed Scanner? 3/15/12Continuing Education Class18
Centralized or Distributed? Lots of small scanners?One big scanner? 3/15/12Continuing Education Class19
Choosing a Scanner 3/15/12Continuing Education Class20
Easy Way to Simplify Scanning 3/15/12Continuing Education Class21 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.
Shred or Not? 3/15/12Continuing Education Class22
Choosing a Shredder 3/15/12Continuing Education Class23
When to Shred 3/15/12Continuing Education Class24
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? 3/15/12Continuing Education Class27
Issues With TIFF Files Dozens of “standards” Format owned by Adobe Confusing to receive one Still a major standard for long term archival 3/15/12Continuing Education Class28
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 3/15/12Continuing Education Class29
Best Practices with Word Print to PDF or TIFF adopted standard if: – No changes anticipated or desired – Permanent archive Save as Word if: – Anticipate “re-use” in future – DMS protects from changes 3/15/12Continuing Education Class30
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” 3/15/12Continuing Education Class31
File Security – Best Practices Access Control Audit Trail Tamper Protection Transfer Encryption Data “at rest” Encryption 3/15/12Continuing Education Class32
Standard HIPAA Disclosure 3/15/12Continuing Education Class33
Implementation – Best Practices 3/15/12Continuing Education Class34
Barriers to Implementation 3/15/12Continuing Education Class35
Implementation – Best Practices 3/15/12Continuing Education Class36 Lead Make a firm decision Tell everyone Involve Implementation team Start Small – “Bell Cow” Theory Plan What will be done? Timeline Execute Do things “on time” Right things right Measure What changed? Stack rank What about leadership?
Advanced Topics 3/15/12Continuing Education Class37 Rules-based Workflow Digital Signature Technology Sending Large “secure” Emails via FTP Advanced OCR for automated data collection
3/15/12Continuing Education Class45 Credit applications Order forms Inventory sheets Healthcare claim Structured documents Each form is identical. Define a standard template for each form. You choose and define each individual data field that you want to extract.
3/15/12Continuing Education Class46 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.
3/15/12Continuing Education Class47 Recognition Technology Optical Character Recognition (OCR) Intelligent Character Recognition (ICR) Optical Mark Recognition (OMR) Bar Code Recognition (BCR) YESNO Machine Print Magnetic Ink Character Recognition (MICR)