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Posts Tagged ‘OSAM document solutions’

Document Management in Phoenix: How Document Management Solutions Benefit Government Agencies Center (Part 2 of 4)

Friday, August 12th, 2011

This blog post is the second of a 4-part series that will describe how document management solutions benefit government agencies.

Document management in Phoenix helps all types of government agencies improve performance.  Agencies that benefit include:

  • Local Government:  Multiple departments -  records, accounts payable, public works, community development, clerk of the board, fire, police, information technology, courts, human resources and more – can use document management solutions to improve customer service, meet records compliance requirements, and increase employee efficiency.
  • County Government: Counties have used document management systems to make government operations more accessible to constituents through customer service centers, external-facing web sites, and self-service kiosks.  Typical county departments that benefit from document management include records management, transportation, clerk of the court, treasurer, assessor, clerk of the board, public fiduciary, materials management, recorder, sheriff’s office, information technology, finance and more.
  • State Government:  Like many agencies, Arizona’s state government has been plagued with job cuts.  Successful document management in Phoenix allows each department within state government to provide, at a minimum, the same level of service to their constituents without additional staff.
  • Court Systems:  Document management solutions support various judicial systems including limited jurisdiction of cities/towns, general jurisdiction of counties, and the Arizona Supreme Court.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Management in Phoenix: How Document Management Solutions Benefit Government Agencies Center (Part 1 of 4)

Wednesday, August 10th, 2011

This blog post is the first of a 4-part series that will describe how document management solutions benefit government agencies.

Government agencies must maintain high levels of constituent service even with shrinking resources.  Document management in Phoenix is a solution that helps government agencies of all types maintain and even improve service levels.  Among the benefits to local, county, and state agencies are cost and time savings, self-service solutions and increased transparency.

In today’s challenging environment, document management in Phoenix enables government agencies to do more with less.  Although limited resources and strained budgets are the norm, an agency is nonetheless expected to maintain high levels of service to its constituents.   Innovative solutions like document management improve agency services without requiring additional staff.  In fact, these document management solutions even empower constituents to do more for themselves through self-service web sites and kiosks.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Imaging in Phoenix: How Document Management Solutions Benefit Human Resource Departments (Part 4 of 4)

Monday, August 8th, 2011

The first step in transitioning to a document management system is to assess the applications and processes currently in place.  Any new system should easily integrate with your current environment.  Once installed, the system must allow existing information and processes to transfer smoothly.

You should not have to recreate entire department processes to fit a new document management system.  If significant changes are required with a particular solution, you should continue your research and analysis to determine a more viable option.

Document imaging in Phoenix creates a more efficient human resource department with less paper shuffling.  By reducing the time employees spend on low-level tasks, document imaging allows personnel to work on more essential things – like finding and keeping the best employees, meeting compliance standards, and managing time-sensitive payroll processes.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Imaging in Phoenix: How Document Management Solutions Benefit Human Resource Departments (Part 3 of 4)

Friday, August 5th, 2011

This blog post is the third of a 4-part series that will describe how document management solutions benefit human resource departments.

Boost Department Performance

The goal of document imaging in Phoenix is to lessen the paperwork burden so human resource professionals can focus on a company’s most important asset – its people.  In addition, document imaging creates meaningful benefits that enhance department operations.  Some of these benefits include:

  • Reduced storage costs: digital records eliminate physical space requirements and the associated costs.  Space previously reserved for document storage then becomes available for more productive uses.
  • Improved document retrieval time:  industry statistics calculate an average of seven minutes is spent every time an employee looks for a paper document.  Once digitized, document retrieval can be accomplished in seconds.
  • Increased document security: documents in digital format provide unlimited control.  Access to human resource documents can be granted on a variety of levels.  In addition, access can be immediately allowed or revoked if an employee’s status changes.
  • Integrated compliance documents:  documents required to comply with regulatory acts can be incorporated into the system as they are created.  Integration eliminates the need to duplicate and move heavy paper files to a secure facility for safe keeping.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

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Document Imaging in Phoenix: How Document Management Solutions Benefit Human Resource Departments (Part 2 of 4)

Wednesday, August 3rd, 2011

This blog post is the second of a 4-part series that will describe how document management solutions benefit human resource departments.

Focus on People, Not Paper

Few departments within an organization manage the tremendous amount of paperwork that commonly flows through human resources. Because of this crushing volume, human resource personnel often find themselves spending more time pushing paper than on higher value tasks.

For example, the average personnel file contains more than 50 different records.  An employee’s file begins the moment he or she applies for a job and grows considerably with each year of service. The sheer volume of information associated with each employee can be overwhelming. As a result, storage and management of personnel documents in paper format no longer remains a viable option for most human resource departments.

Specific human resource data that must be electronically captured, managed and protected for both past and present employees include:

  • Job Applications
  • Resumes
  • Recruiting Information
  • Insurance Information
  • Benefits Elections
  • Workers Compensation Documents
  • Performance Reviews
  • Payroll documents
  • I-9s

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Imaging in Phoenix: How Document Management Solutions Benefit Human Resource Departments (Part 1 of 4)

Monday, August 1st, 2011

This blog post is the first of a 4-part series that will describe how document management solutions benefit human resource departments.

Human resource departments manage a great deal of complex paperwork.   As a result, HR personnel spend an inordinate amount of time on lower-level tasks.  Document imaging in Phoenix lessens the paperwork burdens and frees human resource professionals to focus on more meaningful projects.  Additionally, document imaging reduces costs, increases efficiencies, improves security and ensures compliance with government regulations.

Document imaging in Phoenix helps human resource departments avoid drowning in paper.  Processes such as recruitment, hiring, employee reviews, and benefits management create tremendous amounts of paper. If no digital archive of human resource paperwork exists, the company risks losing valuable information.

In addition, human resource departments must ensure compliance with numerous regulatory acts such as the Health Insurance Portability and Accountability Act (HIPAA), Family Educational Rights and Privacy Act (FERPA), Fair and Accurate Credit Transactions Act (FACTA), and Family and Medical Leave Act (FMLA).  To avoid non-compliance, employee documentation must be secure from theft, intrusion, fire, natural disasters and other threats.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Record Management Solutions: Combining Process Automation and AP, Part 4

Tuesday, July 26th, 2011

This series of blog posts provides an overview of how a Phoenix-based insurance company implemented a record management solution that improved productivity, customer service, disaster recovery, and process integrity while holding the line on labor and other costs. In this blog post we will discuss how the record management solution improved the happiness of the insurance company’s customers and employees.

Happy Customers, Happy Employees

Prior to the implementation, the insurance company’s VP of UW estimated that many of the calls to the call center required someone to pull a file from the file room and call a policy holder back. Now, nearly every call can be answered immediately because customer service representatives have immediate access to nearly all documents right from their desktops. More efficient handling of UW and Claims also supports the insurance company’s reputation for professionalism and trustworthiness, which is evidenced by its 98% retention rate.

The insurance company reports that their employees have been happy with the system from the outset. Each department handled its own training with assistance from IT, and the transition was smooth due to the record management solution’s ease of use.

This high quality record management solution is ideally suited to business processes specific to insurance, but an initial solution can be enhanced to increase operational efficiency and reduce costs across an organization. In addition to increasing the number of documents scanned and expanding the solution to include risk management, the insurance company is working with the approved record management solution provider to develop solutions for the Sales, Marketing, and Human Resources departments. As a result, the insurance company will be able to continue to offer its policyholders the highest quality coverage and best possible customer service at the lowest actuarially sound cost.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Record Management Solutions: Combining Process Automation and AP, Part 3

Friday, July 22nd, 2011

This series of blog posts provides an overview of how a Phoenix-based insurance company implemented a record management solution that improved productivity, customer service, disaster recovery, and process integrity while holding the line on labor and other costs. In this blog post we will discuss how the record management solution allowed the insurance company to reduce delays and errors associated with having to manually handle governance, risk and compliance.

Governance, Risk and Compliance Benefits

The insurance company’s paperless systems reduce the potential for delays and errors associated with having to manually handle all of these processes. Documents are entered into the record management solution on the day they are received, and administrators can track their progress and history while a file is being worked on or after it has been archived.

Strict security settings can also be applied to documents, preventing unauthorized users from viewing them. For instance, the insurance company’s VP of IT notes that AP documents, which are not relevant to the majority of users, have been tightly restricted. Even if a user has access to a document, s/he may be restricted from modifying, printing or e-mailing it.

Conversely, the record management solution has made documents more accessible to independent, state regulatory and insurance auditors. The insurance company has eliminated the disruption associated with having to assign personnel to gather documents for an audit by providing auditors with temporary access to the solution’s repository. Disaster recovery initiatives are also supported by the ability to back up files nightly and store the media off-site.

For more information about record management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Management Solutions: Combining Process Automation and AP, Part 2

Tuesday, July 19th, 2011

This series of blog posts provides an overview of how a Phoenix-based insurance company implemented a document management solution that improved productivity, customer service, disaster recovery, and process integrity while holding the line on labor and other costs. In this blog post we will discuss how the insurance company used document management solutions to decrease cycle times, primarily due to reducing the amount of time spent trying to track down and/or distribute files.

Immediate Access to Any File

While it’s critical for all insurance companies to adequately assess risks during the underwriting process, a mutual insurance company like the company discussed in this article is keenly aware of the potential impact one policyholder’s action can have on everyone. Thus, the paper-laden Underwriting Department (UW) was a logical first place to start as it is the beginning of the process. UW began scanning documents and implementing the document management solution’s Workflow in the spring of 2004. In addition to scanning incoming documents, the insurance company also scanned 26 years of existing UW documents, many of which presented pre-sorting challenges, in about 8 months.

The insurance company’s UW staff scans the mail daily. Capture software is used to capture specific values from standard documents (such as a policy number from an application). Indexing is also facilitated by drop down menus and the automatic population of keywords using data from insurance processing software based on the file number.

Based on the type of document (e.g., new/renewal application, correspondence), territory and other factors, the scanned images are routed to processors working with the insurance processing software. Using dual screens to view the insurance processing software and the document management solution image simultaneously, information from the image can be entered into the insurance processing software. The images are then routed through the workflow process. Workflow collects the supporting documents as well as providing E-Forms with checklists. After review and approval, the documents are sent to an Assistant UW for policy issuance.

Similarly, the Claims Department scans its documents at the departmental mailroom. Based on the file number that already exists in the insurance process software, indexing information is downloaded for those documents. A claim representative uses the document management solution to manage documents associated with the claim.

Workflow is also used to manage the multiple approval processes involved in Accounts Payable (AP). Scanned documents are indexed using the document management solution’s AutoFill capability to pull indexing information from the insurance company’s accounting system. Accounting routes the invoice to a department where two levels of approval are required and the account code is assigned. When it is returned, Accounting posts it to the Accounting system.

These automated workflows decrease cycle times, primarily due to reducing the amount of time spent trying to track down and/or distribute files. Because of the increase in productivity realized by using the document management solution, the insurance company’s employee count has remained steady for the past several years, despite the significant annual growth in the number of insureds.

For more information about document management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.

Document Management Solutions: Combining Process Automation and AP

Friday, July 15th, 2011

Over the past 30 years, a Phoenix-based insurance company has grown to be one of the strongest medical professional liability carriers in the nation because of its commitment to its policyholders. As a mutual insurance company, its obligation to policyholders includes not only providing the best possible coverage and service but also running its business efficiently to keep operating costs low and favorable impact rates. A document management solution made possible by enterprise content management (ECM) software provides capabilities such as document imaging and automated workflow, which have improved productivity, customer service, disaster recovery, and process integrity while holding the line on labor and other costs.

Licensed in Colorado, New Mexico, and Utah; the insurance company is the market leader for medical liability insurance in Arizona, providing coverage for individual physicians, groups and medical facilities. With an A (Excellent) rating from A.M. Best, the insurance company’s number of insureds and premium volumes have consistently grown over the past 5 years.

Working with a consultant, the insurance company began evaluating ECM solutions that offered ease of use and maintenance, workflow and versioning. After careful consideration and extensive input from the user community, the insurance company chose a document management solution from an authorized solution provider based in Phoenix.

For more information about document management solutions, continue to visit our blog or contact OSAM Document Solutions, Inc.