The cost and time wasted filing, retrieving and storing paper documents create inefficient processes. Insurance agencies could better deploy their time and money on building the business instead of managing paper piles or even isolated silos of electronic documents residing in unstructured directories across multiple C drives.

There is a better way: electronic document management. Firms can implement a secure system that ensures no one is denied the information needed to get a job done better, faster, and cheaper than ever before. The key is to choose an electronic document management system that supports existing business processes, applications and document workflows. The goal is not to reinvent the wheel; instead, aim for a digital document management system that seamlessly fits into existing ways of doing business, minus the bottlenecks, wasted time and money that paper and paperless silos produce.

A good electronic document management strategy starts with the concept of a central, secure document repository. The electronic filing solution should support the native document formats of existing applications and consolidating data into one organized and secure networked accessible system. Client service is immediately enhanced when the agent can instantly locate policyholder files and related documents and eliminate the need for callbacks. Think of the efficiencies gained when all incoming mail and other documents, such as cancellation notices, renewals, policy changes, etc., can be routed to an agent's workflow. Other strategic considerations include the ability to access, store and retrieve policy holder information electronically and maintain regulatory compliance. Safeguarding the integrity of client data is assured when access to private files is tracked by the system and digital folders are password protected. And in the event of catastrophic events, electronic document management offers an easy way to back up files to protect records.

Automated electronic document management offers much more than basic filing, storage and retrieval. Extended integration with popular office and agency management applications give interoffice productivity a huge boost. Application integration allows users to access documents and document management functionality from within the same program, saving search time and eliminating the need to toggle between programs. The ability to synchronize data between the document management system and other applications adds another level of efficiency, ensuring all information is up to date throughout the agency.

User friendliness is, in many ways, the key to successful electronic document management. Digital filing structures for folders and cabinets should mimic those found in real life. An intuitive user interface helps everyone adapt to electronic document management. Employees appreciate simple access to documents and welcome the ability the system provides to accomplish more with less effort.

Automating workflows help eliminate most of the manual processes associated with paper, freeing up time for more productive activities. When documents automatically flow from one employee to another, projects are completed more quickly and with fewer errors. The most useful document electronic management systems provide document routing and workflow management capabilities. The ability to set workflow rules ensures the right staff member gets the right documents, plus the documents are never lost because they remain in the system.

James True is vice president of business development for Cabinet NG, which has provided document management solutions since 1999. His experience is in driving growth for startup, midsize and larger high-tech companies with revenues of up to $2 billion.

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