ELECTRONIC DOCUMENT FLOW

While automation was at one time envisioned as a means of eliminating paper documents, it has actually had the opposite effect, owing partly to the fact that humans plus computers can produce more documents in a day than humans alone.

Electronic documents dramatically reduce the need for express delivery services.

Especially in the financial and insurance industries, paper documents are an important part of the workflow. Electronic document imaging solutions provide some relief, but they still involve costs and delays associated with moving paper between the parties.

Streamlining this process is more critical for certain functions, such as customer applications, where the volume is significant and delays are costly. For many such situations, the popular Adobe Acrobat (PDF) format provides an ideal solution, since it can be used to electronically transmit documents that are an exact facsimile of a printed document.

Unlike traditional FAX transmission, however, Acrobat documents can include live data accepted from the customer or inserted by a computer application. Even better, there are security features available that can lock certain data while allowing other data to be updated and sent back (for example, allowing a customer to correct their address, while preventing tampering with the numbers or terms printed on the application).

Acrobat documents can be delivered to customers in a variety of ways, including e-mail and electronic download. The same document can be completed by one person, such as the customer or Customer Service Rep and routed to others for additional information and approvals. The final approved version can then be sent to all parties for their records, and each copy will be an exact replica of the others.

Even better, an exact copy of the document can be recalled and printed later by an authorized user. It will be of far higher quality than a FAX or a document stored with a document imaging system, as you will be creating a new original. Acrobat documents can even contain electronic signatures, although this is not always suitable for consumer applications.

Adding electronic documents to your system

We can incorporate an Adobe Acrobat document into your on-line E-business system virtually anywhere a paper document (or an exact facsimile) is required. With the possible exception of required signature(s), this can eliminate most of FAX, mail and express delivery of required documents, resulting in faster turnaround and a reduction in both manpower and out of pocket costs related to delivery of paper application forms.

A side benefit of electronic document delivery is higher closing rates. By turning applications around faster, customers will be able to proceed sooner, while their enthusiasm is at a peak. It is also less likely that they will complete an application with one of your competitors.