Document Management Solutions

Automated electronic document management the way you want it

Liability Insurance Administrators

Insurance firm discovers inch-thick customer files are a liability. Large paper files take up too much space; document retrieval takes too much time.

Cabinet NG Proves Optimal Choice for Liability Insurance Administrators - Liability Insurance Administrators is a national insurance administrator, specializing in Errors and Omissions (E&O) for real estate appraisers and environmental consultants, headquartered in Santa Barbara, CA. With an average 15,000 to 20,000 active files, Liability found storage space for paper documents a real concern.

Liability Insurance first looked at paperless document management solutions five years ago, and interviewed a number of vendors promising to reduce physical storage requirements. The firm found only Cabinet NG to be a viable supplier with the products, experience and ready answers to questions raised by Liability Insurance Administrators.

According to Liability’s Assistant Vice President, Robert A. Wiley, "Cabinet NG’s product demonstration was very convincing, comprehensive, and compelling." At the same time, Brad Zlomke, Systems Manager for Liability, discovered the products’ visual presentation instilled confidence. He immediately understood how Cabinet NG's Shared Access Filing Environment (CNG-SAFE) files and file cabinets concept would be easy to use and support the firm’s existing insurance policy underwriting processes.

Cabinet NG demonstrated its product on-line, which made seeing the CNG-SAFE solution in action very convenient for Liability. Robert and Brad were also impressed by the Cabinet NG consultant’s ability to immediately answer all questions in an in-depth way and show how CNG-SAFE addressed their requirements. Wiley further commented, "Cabinet NG is sincerely – and I don’t use this word lightly – interested in helping Liability Insurance Administrators do better. We always feel we are #1 with Cabinet NG, we have a great partnership and that is very reassuring."

Paperless Underwriting Improves Insurance Policy Underwriting Process - Liability wanted a solution that would make its existing file structure better, in terms of both reducing actual stored paper documents and improving the process of underwriting complex policies for the firm’s real estate and environmental consultant clients.

Liability’s customer files typically have many subfolder categories (quotes, policies, etc.) and Liability wanted to ensure these documents could be easily organized, accessed and stored electronically. Using Cabinet NG’s central information repository significantly reduced the time spent by underwriters and clerical staff accessing and maintaining documents while preserving the familiar subfolder structure.

As Liability increasingly relies on Cabinet NG’s electronic document management solution, the firm’s base of 25 users found that document scanning at their individual workstations works best to support immediate document scanning while avoiding scanning bottlenecks at their three scanning stations.

Cabinet NG deserves "the biggest pat on the back," according to Brad Zlomke, for being able to interface with our customized Liability applications. This interface automates and ensures any changes made to a document, as part of an insurance policy, get carried though to documents within both the Cabinet NG system and the in house application. Knowing no information disparities exist avoids costly mistakes and ultimately improves customer confidence and satisfaction.

Liability also has a small clerical staff that processes 1,000 plus letters a day, all of which are automatically stored into pre-specified Cabinet NG folders, thus providing a full and immediate archive of correspondence sent. Underwriters can see the entirety of a client file instantaneously and, by using the subfolder tabs, locate the correct documents right away. Cabinet NG’s workflow feature also indicates the status of these documents in terms of their production and dissemination. As a result, underwriters can see at a glance when their document is printed and ready to be mailed. Underwriters appreciate the ability to locate exactly the right files at the right time.

Electronic Document Management Eliminates the Paper Chase - Cabinet NG’s ability to annotate documents regardless of the program ensures edits are made wherever needed by users with proper access privileges. This immediately helped Liability eliminate a great deal of sorting that was inherent to the paper based insurance policy process. In the past, someone had to dig through large files to find the right document – and when finished, put it back in the right place for future use.

Liability has tabulated measurable savings as a result of the transition to Cabinet NG’s paperless filing environment. These savings include less paper consumption, lower machine maintenance and the elimination of off-site storage fees. However, as Zlomke noted, "The measurable business benefit we receive from our Cabinet NG document management process is further expressed by improved office efficiency, maintaining critical compliance requirements and having a powerful disaster recovery process. I don’t know of any better business investment."

Cabinet NG also helps Liability immediately handle client inquiries and improve their physical mailing, faxing, and emailing process with a smoother, more streamlined document creation and retrieval policy. As a result, Liability can now better serve their customers with the ability to review and discuss documents immediately during conversations with their customers. Because of CNG-SAFE, Liability's efficiencies gained through improved internal processing will help maintain the firm's position as the national leader in their marketplace.

With the competitive nature of today’s Insurance industry, firms need a solution that can deliver a competitive advantage at an affordable cost. CNG-SAFE delivers the cost reductions, improved client satisfaction and overall business risks reductions Liability was seeking.