After a few pilot projects that helped everyone get familiar with the capabilities of the software, a full scanning effort began. High school students were employed on a part time basis in the afternoons. They did the bulk of the scanning and assigned basic keywords like dates and Client ID Numbers. The Account Executive responsible for the client signed into the Document Center a day or two later and assigned the Insurance specific key words that would enable them to find specific documents later. All new documents that must be retained are scanned upon receipt.
Every permanent document is immediately available to anyone on the network.
We have been able to quickly respond to requests for help from Clients who are going through estate planning efforts by providing required proof of ownership and original cost data about family heirloom jewelry and pieces of art. Automobile accidents were quickly settled because we have the original window stickers on file. Proving the value of expensive Commercial Real Estate and production equipment owned by our Commercial Clients is easy when their is a loss because we have the Client's Financial Statements covering the year in which the property was purchased. The Insurance Agency has recovered a few hundred square feet of floor space that had been consumed by file cabinets. The Agency has also saved countless hours of staff time that would have otherwise been wasted searching through the old paper archives.