Content Management in
    the insurance industry:
    Helping brokers get the
    information they need.
    P
    ROCESS
    S
    TUDY
    Holman Insurance
    is refining
    and redefining the way
    they do business.
    Some files need to be
    stored for up to 20
    years—recalling a cus­
    tomer’s policy implement­
    ed years ago can be an
    extremely arduous task.
    Paper documents are often
    held in filing cabinets that
    take up a great amount of
    potential office space. Other
    documents may be archived on
    the other end of the office or
    completely off­site.
    Time is wasted in not only
    finding out where a paper
    document is located, but
    also physically going
    to get it. Many paper
    documents are also
    misfiled/lost.
    There is no way to easily
    attach paper to customer
    files.
    PROCESS WORKFLOW
    In the insurance industry, a tremendous amount of paper documents is continually
    created, transferred, updated, reviewed, and stored for years at a time. A wide range of
    documents, including forms, manuals, policies, payments, applications, appraisals, are
    handled by brokers and administrators every day, and for most organizations in the
    insurance industry, managing all that paper is a constant struggle. Perhaps an even
    larger challenge, however, is building processes around the paper that ensure the
    information gets to the people who need it, when they need it, and how they need it.
    ▼▼ ▼
    ▼
    The insurance policy is the
    lifeblood of any Insurance
    Brokerage, and Holman
    Insurance Brokers, Ltd., in
    Toronto is no exception. Like
    other members of their profes­
    sion, Holman needs to quickly
    review, revise, approve and
    share tens of thousands of
    policies, forms and letters
    every month with numerous
    agencies, sales brokers, and
    policy holders.
    Holman Insurance has found
    that by implementing a com­
    bination of Xerox hardware
    and software, the capture,
    storage, and distribution of
    documents is fast and easy.
    Paper files provide limited
    accessibility as only one
    broker can view a docu­
    ment at a time.
    Information sharing often
    means photocopying
    documents—a time­
    consuming task and a
    huge paper waste.
    Staff needs a more effi­
    cient, more “21st century”
    way of communicating with
    customers and outside
    agencies.
    ▼▼
    The Xerox solution
    Paul Holman, Vice President of Holman
    Insurance, recognized that to remain
    competitive, Holman Insurance needed
    a seamless, painless transition from
    high cost, slow moving, inflexible paper
    processes to a robust, Internet­based,
    and proven document management,
    capture, and distribution solution that
    adapts to the way Holman people and
    partner agencies work.
    After researching different solutions in
    the market, Holman chose Xerox
    DocuShare a Web­based document
    management software that comple­
    ments the functionality of the Xerox
    Document Centre multi­function device
    already in place at Holman Insurance.
    FlowPort captures images, compresses
    and OCRs them, and finally distributes
    the images to DocuShare, local or
    remote printers on the network, or to
    recipients via fax or e­mail. Unlike tra­
    ditional scanning solutions that add
    steps to the scanning process, FlowPort
    eliminates the need for Holman employ­
    ees to return to their desktop to OCR
    and distribute the scanned files.
    Holman Insurance regularly needs to
    share paper documents with multiple
    recipients simultaneously. At other
    times, policies with signature approvals
    and revisions must be shared quickly
    with sales brokers, managers, and
    clients. In the past, they mailed copies
    or sent multiple faxes. Now, with the
    Xerox solution, Holman Insurance has
    two streamlined methods of storing,
    revising, and retrieving policies.
    Method 1: Holman Insurance can use
    FlowPort’s intelligent routing cover
    sheets to scan a document once and
    then distribute the digital file to multi­
    ple Internet addresses. FlowPort saves
    time and money by routing Holman’s
    scanned files to the intended recipient’s
    e­mail address or to their networked
    printer or Internet Fax.
    Method 2: Holman Insurance staff can
    use FlowPort to scan directly to
    Docushare. When DocuShare receives
    the scanned image, it uses its subscrip­
    tion feature to notify the intended recip­
    ients by e­mail with an embedded
    hyperlink . This alternative allows
    Holman Insurance to tightly manage
    and maintain a document’s integrity.
    DocuShare, coupled with Xerox
    FlowPort software, Xerox’s unique
    image capture and distribution soft­
    ware, gave Holman Insurance the single
    vendor, low cost, Web­based document
    management and distribution solution
    they were seeking.
    Refining and redefining
    Through “single, green button scan­
    ning”, DocuShare and FlowPort enabled
    Holman Insurance employees to trans­
    form much of their previously paper­
    intensive work into a digital process,
    cutting down on paper storage, faxing
    and courier costs.
    With DocuShare, authorized users have
    instant access to view, download and
    edit, print, or post revisions to docu­
    ments—from anywhere, anytime.
    “DocuShare is the glue that binds our
    company productivity and success.”
    Paul Holman, Vice President, Holman Insurance
    FlowPort cover sheet scanned
    into a Xerox Document Centre
    FlowPort server
    E­mail
    I­fax/Fax
    Print
    DocuShare
    FlowPort and the DC470ST
    enable staff to digitize mul­
    tiple documents automati­
    cally. Users can literally
    walk away and perform
    other tasks while the tech­
    nology does the work.
    Digitally editing policies
    and other documents stored
    in DocuShare is easier,
    more convenient, and less
    time­consuming than edit­
    ing paper documents.
    Digital files can be
    accessed by any authorized
    user at any time, anywhere,
    giving clients around the
    world instant access.
    Multiple users can also
    view the same files at the
    same time.
    Brokers can share files with
    DocuShare guests by either
    posting files as unrestricted
    or giving temporary permis­
    sion for clients to view
    security­sensitive documents.
    Holman uses FlowPort and
    DocuShare to store, search,
    retrieve, and manage more
    than 1,500 pieces of incom­
    ing mail each month, as
    well as maintaining and
    implementing thousands of
    policies.
    DocuShare’s extensive
    indexing and search capa­
    bilities help brokers access
    documents quickly and eas­
    ily—even if they don’t
    know where the files
    reside.
    A Faster, Easier Way to Work
    Xerox software solutions have empowered the Holman Insurance team to transition a worldwide business into
    their own system. Management is further penetrating the insurance industry market with the powerful benefits
    of Xerox technology. They are making a smooth transition from paper to digital in an extremely paper intensive
    environment. The results are impressive:
    ▼▼ ▼
    ▼
    ▼
    ▼
    Xerox
    ®
    , The Document Company
    ®
    , Xerox Connect, and the digital X
    ®
    are trademarks of Xerox Corporation. ©2001 Xerox Corporation. All rights reserved. Printed in USA. 05/01
    Holman Insurance linked
    DocuShare to partners’
    Websites, so brokers can
    access other agencies’ doc­
    uments (and Websites)
    through DocuShare with the
    click of a mouse.
    ▼
    Holman is planning on
    using DocuShare to replace
    it’s current Web site, elimi­
    nating third party Web
    maintenance costs.
    ▼

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