Cross-Format Document Capture
Due to their high volume of documents, the system was launched in the Claims Department. Customers continue to submit their documents in a variety of forms, including paper documents, email, and even messages from WhatsApp. The difference to the past, however, is that nothing has to be printed or copied anymore. Now employees immediately transfer all documents to their digital archive, either by drag & drop or via simple scan functions.
DocuWare then automatically indexes the documents based on their content. Even forms that employees create in their ICON ERP system are automatically and digitally transferred to the DMS. Various workflows then distribute the documents to respective employees according to responsibility. Digital stamps, which also document the time of processing, are used to check claims and release them for settlement. Even the claims settlement itself is precisely documented in the DMS by adding the corresponding payment documents. DocuWare was gradually extended to other areas, such as Underwriting and for the processing of incoming invoices in the Accounting Department. Today, nearly 80 users work with the solution every day.
Greater Security Thanks to Cloud
Where employees used to pull out their hair when it came to filing and making sure they were working with the right version, their digital archive now guarantees easy access to all insurance-relevant documents – and always in the latest version. At the same time, data protection regulations are easily met, something that is much easier than with a paper archive. Overall, DocuWare has not only led to a significant reduction in processing errors and increased efficiency in the company, but also helped them quickly identify fraud attempts, for example, when different parties submit claims twice. Above all, Mayfair Insurance has implemented its own Disaster Recovery Plan. The high standards of DocuWare Cloud reduce the risk of document loss to a minimum and make Mayfair's business far more secure.