At SIS we are always looking for ways to help our clients streamline workflow and grow their business. This quest takes on many facets – from consistently working to build a better management system, to providing ongoing training and support, to providing information such as that contained in this eGuide. Cloud Apps II - Improving Agency Communication offers input on tools to help you access, gather and share information faster and more effectively, including -Phone Service -Email Security -Electronic Signature & Delivery Verification -And more

1. Improving Agency
Communications
Cloud Apps Part II

2. CONTENTS
INTRO: Improving Agency Communication through the Cloud...........3
Step 1: Upgrade and Save on Phone Service.....................................4
Step 2: Keep Your Inbox Safe and Spam–Free ...................................6
Step 3: Make Client Communication Easy and Secure........................9
Step 4: Take Everything You Need On–the–Go..................................12

3. 3
There are hundreds of cloud apps out there that can help your agency communicate better—
but taking on all these apps at once may cause information overload. We’ve broken down the
process of integrating these applications into your agency so you can take things one step at a
time. By following this path to better communication, you’ll find your agency can communicate
better, and at a much lower cost than you might think.
In part one of our cloud apps eGuide, we looked at ways your agency can
improve its everyday tasks using cloud applications. In part two, we’ll focus on
your agency’s communication methods, helping you access, gather and share
information faster and more effectively.
Introduction: Improving Agency
Communication through the Cloud

4. 4
STEP 1: Upgrade and
Save on Phone Service
Cloud Apps

5. 5
Your communication overhaul starts with the most basic: your agency’s phone system. If you’re
still using landlines, it’s time for your agency to get with the next generation in phone service:
VoIP (Voice over Internet Protocol) phone systems that, true to their name, transmit calls via the
internet. With VoIP, you can make calls from your smartphone, tablet, computer, office phone—
anything with speakers and a microphone. These systems can save you a bunch and typically
include calling features that would cost extra with most other phone services.
As with most cloud technologies, there are many new VoIP services popping up. We’ve outlined a
few of the most popular to help you decide what’s right for your agency.

6. 6
Phone Power
Phone Power offers a number of features and great customer support, but has limits to outbound
calling and high cancellation fees.
Unlimited incoming minutes and free in–network calling
Second line offered for free
Toll–free numbers and fax lines supported
Call forwarding to several phones, conference calling and
call transferring
Great customer service (can contact by email, phone or
live chat)
High cancellation fees if terminating your annual contract
No unlimited plans offered
Outbound calling threshold of 5,000 minutes
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7. 7
Lingo
Lingo provides great coverage for international calling, unlimited calling within the U.S. and
Canada, and includes all your basic features (voicemail, call waiting, speed dialing, etc.). Its
monthly rates are a bit higher than other companies with similar features, but in the end it offers a
lower cost by providing only the basics.
International calling to over 65 countries
No minutes thresholds for U.S. and Canada
Basic needs are covered: voicemail, call waiting, call blocking,
speed dialing
Phone adapter included at no extra cost
Extra fee to make calls from mobile phones
Only the basics: not a lot of additional features offered
High monthly fee compared to other services
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8. 8
Skype
Skype is well known for its video services, but also provides VoIP. It has great pricing and no
limits on calling, but like Lingo it lacks some additional features. Although there is no hardware to
install, it also does not offer phone adapters, meaning you cannot make calls from a handset.
Competitive pricing for national and international calls
Voicemail, caller ID, call forwarding, call waiting and call transfer
included
Free calling to other Skype users
Unlimited plans offered
No hardware to install
Not many additional features
Limited to using mobile device or computer to make calls
Voice quality is less than desirable
Does not provide support via email or chat, only offers video
tutorials
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9. 9
Star2Star
Star2Star also offers the basics (voicemail, call forwarding, etc.) but adds a lot more with voicemail–
to–email and auto attendant. In addition, Star2Star operates using less bandwidth than similar
systems. Set–up and installation are easy, but figuring out how to use the system can be a complex,
so be ready for a bit of a learning curve.
End–to–end installation of phone system for easy set–up
Unlimited conference calling
Voicemail–to–email: sends an MP3 file of the voicemail message
to your email
Auto–Attendant automatically transfers callers to extensions
Less bandwidth than other systems
Complex system means a longer learning curve-
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STEP 2: Keep Your Inbox
Safe and Spam–Free

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Spam Blocker Apps
MailWasher serves as an intermediary between your e–mail server and
your computer, allowing you to see and destroy questionable messages
before downloading them. Essentially, MailWasher flags spam–worthy
e–mail and displays it in a preview window so you can choose whether
it’s safe or not. This can save you from viruses and phishing, preventing
data security breaches. The free version gives you access for one e–mail
address, and with the paid version you can use MailWasher with all your
agency’s e–mail addresses.
SPAMFighter was developed specifically for Outlook or Windows
Mail users, but is also compatible with Mozilla Thunderbird. This app
takes a slightly different route through basing its spam filtering on the
suggestions of its over 8 million users. SPAMFighter listens to its users to
get accurate information on spam messages; when a message comes to
you that has been marked as spam by a majority of SPAMFighter users,
it goes directly to your spam folder. The system is easy to use and install,
and is free with a small ad on your outgoing mail. If you’d rather not have
advertising attached, there is a paid version that is ad–free.
Once you’ve improved your phone system, it’s time to look to the mode of communication your
agency uses most: e–mail. Although e–mail is the fastest, most effective way to send files, it
comes with its own baggage—namely spam e–mails and the security threats attached to them.
With the rise of such security issues, there is a need for more ways to fight them. Let’s take a
look at a few apps you can use to keep your information safe and your inbox virus–free.

12. 12
Secure E–mail Apps
Hushmail uses standards–compliant OpenPGP encryption and can
be used with almost any e–mail system, including those accessed via
mobile devices. Like all e–mail security systems, you should only use
Hushmail when sending or receiving secure mail. With each message
you send, a multi–character passcode is created that your recipient
must use to view the message. Hushmail is free to download, but if
you plan to send and store a substantial amount of messages you
should look in to paying for the additional storage and hidden IP
address functions. In addition, the paid version gets you specialized
technical support.
Virtru is a browser extension (currently for Chrome and Firefox only)
and works well with almost any email system, including Gmail and
Yahoo. When sending a secure message, you simply switch the
toggle button that appears on the message to turn on Virtru. There
is added security with Virtru as they send each key through their
own management server, and it allows for e–mail and attachment
encryption. Once you’ve sent a message through Virtru, you can
set time limits on the access keys and/or revoke access at any
time. Finally, Virtru was created by a former NSA member and uses
Trusted Data Format (TDF), a format used by the government for the
highest security.

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Sendio gives you 100% control of whose messages come to your
inbox. Sendio reverses the funnel so only domains you’ve approved
come to your inbox. Once you’ve installed, you import your existing
contacts to Sendio, which adds them to your approved sender’s list.
E–mails from those not on your approved list will get a nicely worded
auto–reply asking them to click a link and type a verification code,
something it is highly unlikely any spammers will do. Intraoffice
e–mails are automatically added to your sender’s list, so you won’t
need to worry about adding a new employee’s e–mail. Those
who use Sendio find they stop receiving almost all spam, and are
confident that the message they receive are virus and malware–free.

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STEP 3: Make Client
Communication Easy
and Secure

15. 15
DocuSign
✓ Allows for easy document signing via e–mail
✓ Synchs with file storage applications like DropBox or Google Drive
✓ Gives different types of delivery options (i.e delivery confirmation,
allowing recipients to make changes)
✓ Allows for multiple signers, creating a tab for each
✓ Shows detailed stages of completion
✓ Lets you know when document has been sent, viewed, edited (if
applicable), signed, declined or bounced–back with an
auto–respond
Now that your e–mail systems are safe, you can start using them to improve your client
communications with electronic signature and delivery verification apps. These cloud
applications take the hassle out of scanning and faxing contracts for signatures, and keep
all sensitive information stored securely and up to legal regulations.

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RPost
✓ Provides legal proof of e–mail delivery
✓ Sends secure messages simply by clicking “send registered mail”
on your e–mail service
✓ Emails you delivery verification and files registered receipt
✓ Offers eContract for sending and e–signing contracts
✓ Converts Word doc to a PDF in eContract mode
✓ Synchs easily with Outlook and is included in Partner XE 2.0
“SIS client John Heinsz of Heinsz–Schaefer–Garwitz
Insurance Services uses the RPost integration, saying
“(t)he most immediate impact has been the use of the
Esignature feature. Our producers immediately saw the
time savings with this feature and have loved it.”

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Silanis
✓ Offers better visual proof of a document’s stages
✓ Shows the appearance and order of all web screens seen by the
recipient
✓ Tracks time spent and actions taken on each page
✓ Uses SMS messaging to confirm a signer’s identity
✓ Synchs easily with your agency’s current applications
No matter which app you chose, be sure to check its compliance with guidelines set by ESIGN
(Electronic Signatures in Global and National Commerce Act) and UETA (Uniform Electronic
Transactions Act). The examples we’ve selected are all ESIGN and UETA compliant, and should
be used as one option for your clients. Although it is likely most will chose to sign contracts via e–
mail, in order to stay within privacy regulations you should always offer hardcopy signing as
an option, too.

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STEP 4: Take Everything
You Need On–the–Go

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Kelly Blue Book
This app gives access to quick auto insurance quotes, allowing you to
provide clients with up–to–date info on rates instantly. You can search
for the value of specific vehicles and read about new and used car
prices, look at photos and compare vehicles easily. Kelly Blue Book’s
app is free and can be accessed on any mobile device, including
tablets.
Zillow
Zillow has quickly become the best resource for concise property
information, and its free app provides all the same great info in a
mobile–friendly package. Each Zillow profiles shows an estimate on
a property’s value, past and current owners, info on local schools and
much more. With this app, you can compare process and property
values and provide your clients with quick coverage quotes.
The last step to improving your agency’s communication systems is to break down any
communication barriers. With these mobile apps, you can access and share the information you
need at any time.
Mobile access means you can provide quotes, update client profiles and do prospect research
anytime, speeding up processes and ensuring you don’t forget important info when you’re on
the go. Many of the popular sites and programs your agency uses have mobile access, and you
should start taking advantage of these apps to keep your agency ahead of the game.

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ACORD One
With this app, ACORD gives users access to commonly used forms.
Users can view, complete, sign and send forms through this app,
making it that much easier to turn prospects in to clients. It also
provides capability to save incomplete forms for future use and is free
for users of Cap Dat ACORD.
CamScanner
CamScanner turns your phone or tablet in to a portable scanner, allowing
you to capture important documents using your device’s camera. The
app provides cloud–based back–up, and gives you the ability to edit
and share what you’ve “scanned”. CamScanner is also great for storing
receipts and business cards when you’re traveling—and it’s free.
Partner XE Mobile
We couldn’t look at great mobile apps for your agency without talking about
Partner XE’s mobile app. Partner XE Mobile puts your agency management
system in your hand and makes it accessible anytime, anywhere. You can
search for, view and edit client and prospect profile, and can place calls or
e–mails simply by tapping the phone number or e–mail address in a given
profile. Through the Partner XE Mobile claims feature, you can access
claim numbers, dates, and statuses, making it easy to have the most up–
to–date information – and it’s all free for Partner XE users.

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As you look in to these new cloud apps to improve your agency’s communication,
remember to take things slow. It can be overwhelming to integrate everything at
once – and it’s better to take the time to learn how each new app works before
moving to the next. When it comes to improving your agency processes, you
know best! And SIS is here to help. Contact us today to find out more!
To find out more about Partner XE, contact us at
800.747.9273 or sales@sisware.com to talk about
the ways Partner XE can work for your agency.

22. About SIS
Headquartered in Columbus, Ohio, Strategic Insurance Software (SIS) is the team behind
Partner XE—an innovative web–based insurance agency management system that helps
independent agencies streamline workflow and grow their business. Built on a foundation
of strong technology and exceptional service, we’re moving forward with a constant eye on
innovation that will make independent agents’ lives easier.
About Partner XE
Supporting downloads from nearly 300 carriers, real time interaction, integrated agency
accounting, and much more, Partner XE is a full–featured agency management system at
an affordable cost for the independent insurance agency. For more information, please visit
www.sisware.com
4181 Arlingate Plaza, Columbus, Ohio 43228 | 800.747.9273 | www.sisware.com