Integrator Lands ECM Install For Insurance Company
Like many insurance companies, Suburban General Insurance (SGI) operated with a paper-based manual filing system. As with most manual filing systems, the company dealt with the frustration of having both on- and off-site storage locations, misfiled and lost documents, and long retrieval times. These issues hindered SGI's agents from making the best use of their time, including pursuing new business.
The company wanted to implement an electronic storage system that would eliminate the need to manually file customer policy information. "We spent six months discussing electronic document management," said Fred DeBonis, VP of operations for SGI. "DocuWare partner FutureTech Systems, Inc. showed us a demo of DocuWare, and after reviewing testimonials from other users, we decided to implement the product."
FutureTech Systems worked with SGI to plan and implement the DocuWare solution by examining possible document storage/retrieval methods, indexing criteria, scanning methodology, and user training needs. Aside from the DocuWare software, the solution included five Canon DR-2080C scanners, which SGI used to scan both current documents and a backlog of older information. Documents are indexed by client number, policy type, document type, and effective date, which provides the company with many different methods of accessing policy information.
Since implementing DocuWare, the task of manually searching for information and then refiling it has been eliminated. SGI's employees' new efficiencies allow them to devote more time toward generating new business. In the past, 75% of the company's efforts were devoted to servicing customers' accounts. With DocuWare reducing filing time, employees have had more time to dedicate toward gaining new sales. The result is that SGI has increased billable premiums by nearly $4 million within a two-year span.
The solution also helped SGI meet state and federal records retention regulations and ensures crucial documents are available if ever needed for a court case, thus reducing the company's legal liability. With a scanner at almost every desk, the company is more organized and has fewer errors, reducing the cost of SGI's own Errors and Omissions (E&O) insurance policy. Additionally, with the reduction in needed office and storage space, SGI was able to eliminate off-site storage fees and move to a smaller office, saving close to $30,000 annually.