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client:
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McDonnell Insurance - Cordova, TN |
| problem: |
Mounds of paperwork and hours of
unproductive work chasing files |
“etfile
improved efficiency in all our lines of
coverage. In the past our Account Managers spent
countless hours tracking down files,” says
Jennifer Reginelli, Chief Operations Officer of
McDonnell Insurance “this problem, along with
the mounds of paper storage, made us realize it
was time to jump into the 21st century and
become more automated as well as more
productive.” The company compared
etfile
with several different electronic document
management companies to find the best product to
fit their needs. McDonnell Insurance has been
effectively using etfile since 2004.
the benefits of etfile:
- "Integration with our agency management system – TAM,
we just click on the etfile toolbar and we can pull any documents
associated to the client, policy, etc."
- "Very easy-to-use"
- "Very easy-to-manage"
- "etfile's support service team is great – fixes any problems on our time, not theirs"
- "etfile is always making enhancements to the system”
- "When we make a suggestions on a possible enhancement, it is either already in the works or is gotten to very quickly"
the RESULTS of
using etfile:
We were able to go completely paperless within
one year (full-cycle of renewals). We absolutely
love etfile.
- No more rattled nerves – etfile has made our
jobs easier and more productive
- Account Managers and Process CSRs are able to answer
customer questions right away and in a few clicks, they
are able to forward documents to customers immediately
- No more rattled nerves –
etfile has made our jobs easier and more productive
- We were able to donate 27 file cabinets to charity
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client:
| Trimble Insurance Agency, Inc. Delaware, Ohio
|
| problem: |
Severe office space limitations |
“We expanded and doubled the size of the agency
15 years earlier and I was getting to the point
where I needed to consider expanding again,”
explained Greg Trimble, President of Trimble
Insurance Agency, Inc. “Our filing cabinets and
storage were taking up a lot of valuable space.
We were going to have to physically add on to
the office if we did not make a decision soon.”
So Greg began researching document scanning and
imaging systems. After researching a variety of
national and local software providers, Greg
chose etfile to solve his problems.
the benefits of etfile:
Greg had many reasons for selecting the etfile electronic document
management solution:
- “Integration with Applied! When I saw how easy the integration was, it was a no-brainer.”
- “The two biggest benefits to me are storage of paper and speed of producing documents when you need them. I am amazed at how fast you can bring a document up in etfile.”
- “I liked that it can reside on a stand-alone server without taking up valuable RAM on our main server.”
- "etfile transitioned right into our transactional filing – 't-file' – workflow."
- “We purchased etfile in May of 2003. Everything from the year before was taking up valuable space. Once all those documents were scanned and electronically stored, we began to implement etfile’s barcode system. Using the barcode has had tremendous benefits…. Everything is now barcoded while we still continue to t-file. This provides a measure of checks and balances for us to keep our E&O exposure to a minimum.”
- “We were very pleased with the quality of the training. Grasped the scanning procedure of etfile easily. As for the CSRs, it was nothing to train them on etfile either. Creating a barcode is just a matter of a couple of clicks, print, and you are done.”
- “Now you just go to the customer code, click on etfile, and the electronic document is there.”
- “To make our lives a little easier, we can also do text string searches.”
- “Vendor support has been absolutely amazing.”
- “Since disc space is cheap, we are scanning all the applications, group apps, coverages, invoices, bills, statements, and anything that requires a signature. We just scan it all.”
- “Rather than calling someone back, you are pulling up the information to answer the questions right then and there…. etfile gives us the ability to provide information in real-time.”
the RESULTS of etfile:
Trimble Insurance Agency has received significant qualitative – and quantitative – results from implementing etfile.
-
“We were able to get rid of 30 file cabinets and a lot of counter space. This allowed us to add five additional workstations in space that was once occupied by filing cabinets and storage areas. Since implementing etfile, we have room to grow in our current office.”
- We recognized revenue from the sale of all of our old file cabinets.
- “Yes, I have made a return on my investment…. I would hope to reap $10,000 to $12,000 a year in savings from time saved, improved filing and increased workload.”
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client:
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Law Office of David R. Rocheford,
Jr. |
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problem:
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Growing out of current location
and need for more efficient organization of
critical trial documents |
“Our office use to accumulate 300-400 files about 2-3 inches
thick each year and as a result of all that volume, we had less and less office
space for our growing practice,” says Attorney David Rocheford, Jr. “We found
out about electronic document imaging and filing from our accountant who was
using etfile. He recommended we use the same
system for our practice.” David found the product very appealing due to the
user-friendly format, all of the etfile
capabilities, and the minimal training time involved.
the benefits of etfile:
- “The level of accessibility and interactivity we have with
all our files is excellent in terms of case management.”
-
etfile
is very suitable for the legal profession in
that it creates electronic documents that are
visually identical, like photocopies, of the
paper documents. They are also compact and
easily shared with others, even outside the
office. Furthermore, the documents are easily
searchable.”
-
“The time it use to take attorneys and legal assistants to gather key
trial materials takes minutes to assemble with etfile.
-
etfilewe now find old files using keyword searches in 30 to 45
seconds.”
-
“Storage space for our documents is no longer an issue. We have the
space we need to file original copies of
certain documents. Everything else has been
converted to the etfileelectronic document
imaging and filing system.”
the RESULTS of etfile:
Within the last two years of going live with etfilethe Law Office of David. R. Rocheford, Jr. has made some important progress in going paperless and expanding their practice.
- “We eliminated 10 four-drawer filing cabinets, 7 three-drawer lateral filing cabinets, and reduced our storage space need to only 100 square feet
for a small amount of
original documents that we need to keep as hard copies.”
- “We moved to a new office location to expand our practice and had the luxury of not having to plan for an additional 500-1000 square feet of storage space. Ultimately, that
freed up about $750 per
month worth of office space for us.”
- “The cost in savings of ‘manpower’ in not having to travel around the office and manually search for files is immeasurable. Even with a conservative figure of saving 15 minutes per day in looking for old
files - which would be about 65 to 80 hours a year at $18 per hour, that is an
additional $1,400 in savings a year.
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client:
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Wm. Adkins
Agency, Inc. |
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problem:
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Very limited and expensive office
space plus plenty of paperwork |
“In the Roanoke, Virginia, real estate market,
rental space is limited and very expensive,”
says Bill Adkins, Principal of WM Adkins
Agency, Inc. “Our agency rents expensive
retail space for our office and every foot is
important. This reality, coupled with the
fact that the nature of our business creates a
great deal of paperwork, got me thinking about
how to streamline our processes in-house and
go paperless.” Bill compared etfile
with another electronic document imaging and
filing system provider and noticed two major
differences: 1) etfilewas priced more
competitively, and 2) Each employee can create
a barcode for their files throughout the day,
which means anyone can scan documents into the
etfilesystem. Bill’s agency has
successfully been using etfilesince
implementing the system during early 2006
the benefits of etfile:
- “The system worked as promised, I am
happy with have etfile.”
-
“We have
been scanning all
new documents in personal and commercial lines
and the retrieval process is
saving a lot of time for the staff. They can
retrieve a multitude of
documents in minutes.”
-
"Documents are no longer
lost or misfiled".
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“On financial lines the results have been more
dramatic, as we have been scanning the entire
file, thus allowing for immediate viewing of
all financial lines products and records. A
significant benefit when working with a
client.”
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“etfileends the need to sort and
direct commercial mail between multiple
offices.”
- “All employees have the ability to print
directly into etfilefrom any
computer in the agency and even save the
extra step of scanning.”
- “Our process has changed to ‘if its
paper - stop and make it digital.’ The staff
has been instructed to stop faxing and send
e-mail instead, using the etfilescan
document feature.”
- “The application of etfileis
endless. We can scan all remit report
documents, payroll information, etc.”
- “You can monitor producers to make sure
they’re compliant on new business in just a
few minutes by calling up their applications
for review.”
- “It is a huge benefit for financial
compliance, as we can e-mail documents
including correspondence to Compliance,
which is required. Now we just print a copy
to etfileand then attach them once a
week to send to Compliance.”
the RESULTS of etfile:
Within less than a year, the WM Adkins Agency is well on their
way to saving overhead expenditures and freeing up much needed
office space.
- “After etfileis fully implemented,
we estimate half a salary or
$10,000-$15,000 will be saved. That is
beneficial to an agency of our size.”
- “Lateral filing cabinets and loose filing
boxes fill the entire storage space on the
first and second floors. Since implementing
etfile earlier this year, all the boxes
above the lateral filing cabinets have been
removed, as well as all the loose filing
boxes on the floor and about half the lateral
filing cabinets in the financial lines storage
space.”
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client:
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Insurance
Center of New England |
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problem:
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Employees work remotely and limited
office space |
“Our need for a document imaging and filing
system was two-fold,” said Mary Lang,
Controller for Insurance Center of New
England. “We have employees that work remotely
or in offices with limited resources who need
access to specific forms from our central
processing office on a daily basis and on top
of that, we have two office locations in
Western Massachusetts that needed to free up
space for expansion.” Mary carefully compared
etfileto a top competitor and
ultimately decided etfile’s integration
capabilities and ease of use would work well
for all departments within Insurance Center of
New England. Not to mention, etfilewas
priced more competitively.
the benefits of etfile:
- “Integration with Instar! The transition
has been relatively seamless,” says Lynda
Gordon, Commercial Lines and Josie
Bellabarba, Accounting.
- “The Commercial Lines Department had a
CSR leave the agency for a new job. We have
decided not to replace that CSR. By adding
an administrative/processing individual, and
with the convenience of etfile, we feel we
can get along fine with the staff that we
have.”
- “We have employees who work in offices
with one or two other individuals and
resources are certainly scarce,” says Mary
Lang, Controller. “Part of the work process
used to involve calling the central
processing office to ask someone to fax over
necessary processing forms. Now, customer
service representatives can retrieve
documents remotely from their desktop using
the etfile system.”
- “We’re quickly getting rid of file
cabinets in the Commercial Lines
department,” says Lynda Gordon. “In 5-7
years we’ll be completely paperless.”
- “The convenience and simplicity of
etfile has been more than helpful in the
Accounting department,” says Josie
Bellabarba. “All vendor and client forms and
activity in their accounts are readily
accessible which saves me quite a bit of
time.
- Also, to retrieve an invoice, we simply
click into etfile and the invoice is in
front of us. We don't even have to get up
from our desk and go to the file cabinet or
call the other office and have the person
there scan us a copy!!”
- “We file transactionally and we use
OCR,” says Diana Paris, Personal Lines.
“etfile fits in perfectly!”
- “We’re conducting a front-end process
experiment where all paper documents that
come into the central processing location
are immediately scanned and filed into
appropriate folders,” says Diana Paris,
Personal Lines. “The trial is working well.”
the RESULTS of etfile:
Within one year of going live with etfile, Insurance
Center of New England has made some significant strides in
essentially, going paperless.
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“The West Springfield and
Gardner offices have eliminated one dozen
large, lateral filing cabinets to make way
room for expansion.”
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“Employees in all
different departments are saving time and time
equals money. We estimate we’ve saved about
one year’s salary for a Commercial Lines
CSR, that’s approximately $40,000!”
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