By Aaron Weiss, director of marketing, LaserJet and enterprise solutions, HP

Increasing insurance agency efficiency means eliminating unnecessary cycles—cutting costs and streamlining processes like claims correspondence and policy presentations. Today, even the smallest independent agents and brokers are moving from paper-intensive processes to digitized processes in an effort to offer clients an extensive portfolio of options in the most efficient manner.

Insurance agencies are incorporating the cloud to help digitize their office and improve their business operations. Acting as an extension of the cloud, tablets are among the top devices facilitating the shift to the digitized office. Last year, companies with less than 1,000 employees saw almost double-digit growth in tablet usage, and a Staples survey predicts that by 2015, 82.1 million people in the U.S. will own a tablet.

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Here are the four major pain points that independent insurance agencies face and how these problems are solved with tablets and the cloud:

1. Too many documents, not enough organization

Agencies maintain detailed documentation outlining products from carriers, agents and brokers, along with in-depth records on their clients. Most of these documents are stored on site, which incurs expenses for storage and administrative filing labor. Recent estimates show that an organization makes 19 copies of each document, invests $20 to file each document and spends $120 in labor searching for each misfiled document. In addition, single copies of documents stored at one location are at risk of being stolen or destroyed in the case of break-in, fire, flood, etc. Documents stored in the cloud are often mirrored or backed up to multiple secure physical locations and can be recovered in the case of disaster.

Independent agents and brokers can utilize the cloud by digitizing and storing their documents securely through cloud-based document management solutions. By using the cloud, client and carrier files are readily accessible, allowing independent agents and brokers to move away from paper documents, reduce filing costs, and free up space in the office.

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In addition, tablets can provide instant access to digital documents, whether in the office or on the road, eliminating the need to physically search for paper files and allowing users to review large chunks of data.

2. The need for instant mobile access

An agent's daily tasks require handling large amount of hard copies of documents, whether in file cabinets at the office or in briefcases during client presentations and claims investigations. These documents must be readily available to all employees at any time so they can enter information, file a customer claim or close a deal while on the road.

Agencies should invest in tablets and solutions that enable mobile workers to digitally complete routine tasks via user-friendly engineering, the highest levels of security, a full work day's worth of battery life and instant access to the cloud. With the ability to connect to the cloud and other business networks at any time, mobile access drives business efficiency outside of the office. According to a recent report by commercial Wi-Fi network iPass, 58 percent of mobile workers expect to rely more on tablets this year. One of the largest benefits of tablets and the cloud is the ability to access and upload documents anytime, anywhere.

3. Managing multiple work processes

Independent insurance professionals must manage documents and materials from multiple carriers in order to sell a variety of insurance and financial products to their clients. Unlike captive agents, independent agents are paid solely by commission and work directly on behalf of the client, which incentivizes agents and brokers to sell for more companies.

This means they need an effective solution to manage diverse portfolios of health, automotive, life and homeowners insurance plans. In addition, policy applications and insurance claims usually need to be accessible to multiple individuals to be reviewed and processed.

One way to manage multiple portfolios and increase collaboration is by utilizing a secure cloud solution that is accessible to multiple vendors. By scanning and using automated data capture to upload files to the cloud, agencies can increase insurance process productivity and encourage teamwork across portfolios.

4. Securely transmit sensitive information

Because insurance professionals regularly handle personally identifiable information (PII) on behalf of customers, they need tablets and cloud solutions with advanced enterprise-grade security.

Small businesses, including agencies, are at higher risk of being targeted for fraudulent activity and data breaches. According to Verizon's 2010 Data Breaches Investigation Report, 64 percent of investigated data breaches occurred at organizations with fewer than 100 employees, and 95 percent of all credit card breaches are against small businesses.

Agents and brokers should utilize tablets and a cloud service provider (CSP) that comply with the Payment Card Industry Data Security Standard (PCI DSS) to ensure the highest level of security while handling clients' personal information.

As customers increasingly demand diversified insurance options, they expect their independent insurance agencies to expand the amount of services they provide. By utilizing cloud-enabled tablet technologies, agents and brokers are better equipped to meet the needs of customers without sacrificing costs, mobility or security.

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