2. Agenda
• Introductions and Your Goals for this Class
• The business case for going paperless
• Your survey scores and what they mean
• Methods for going paperless
• Best practices for paperless processes*
• Barriers to successful adoption
• Advanced topics on paperless practices
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* The best reference is “The Paperless Agency” by Robert E. Dunn III
3. An Example of What We Want To Avoid!
This is the desk of a Chubb underwriter in Atlanta
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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
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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?
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13. Taking “Paperless” To Extremes
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http://www.flixxy.com/the-paperless-future-emma.htm#.UU82dBfkspk
18. 5/28/2013 18
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
*Research from Angela Adams Consulting
AAdams@AngelaAdamsConsulting.com
770-853-1200
19. What Kind of Scanner?
Traditional Copier? Sheet-fed Scanner?
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22. Easy Way to Simplify Scanning
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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.
29. 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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30. Why Choose PDF/A For Archive?
• ISO 9005 – 2 – international standard
• JavaScript and executable file launches are
forbidden
• Use of standards-based metadata is
mandated
• External content references are forbidden
• Adobe modification features are turned
off
• More “legal” if you cannot modify it
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31. 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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32. 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 Neevia Docuprint)
– Eliminates problem with “locked” files
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34. 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
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35. 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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36. File Security – Best Practices
• Access Control
– What is PHI?
– What is HIPAA?
• Audit Trail
• Tamper Protection
• Transfer Encryption
• Data “at rest”
Encryption
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38. Implementation – Best Practices
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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?
39. Advanced Topics
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• Rules-based Workflow
• Digital Signature Technology
• Electronic submissions to carriers
• Sending Large “secure” Emails via FTP
• Advanced OCR for automated data collection
42. Electronic Submissions to Carriers
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• Setup list of required docs by
carrier and policy type
• Create “stack order” desired by
carrier
• Setup submission schedule with
deadlines, alerts and approvals
• Let the “smart folder” drive the
submission process
SMART FOLDER
