Enrisk Success Story

Automated workflows and a streamlined office provide bold benefits for insurance agency, EnRisk

Most insurance agencies encounter inefficiencies due to paper intensive business processes. Global agency, EnRisk, experienced similar obstacles. Specializing in insurance and risk management for the energy industry, with a primary focus on upstream and midstream sectors, the agency implemented PaperWise in 2006. They eventually moved towards a paperless system with their solution in 2007. The agency was founded in 1976 and has grown to 31 associates among the three offices in Houston, Denver, and their corporate headquarters in Fort Worth, Texas.

Functioning with Paper

Utilizing an insurance specific application called The Agency Manager, or TAM, EnRisk is one of the few agencies to devote all their resources towards serving the energy industry. However, with three locations, the necessity for prompt access to documents grew. Prior to deploying PaperWise, EnRisk operated with a high reliance on paper files. As files were used, one person was responsible for returning the files to cabinets, as well as sifting out dead files from those that were current. Older documents were stored at an offsite storage facility; in the event one was lost, associates would sort through old emails and TAM files to put the file back together. Problems arose as the new file could then miss information that had previously been accounted for. When documents were misplaced, processing was delayed until it was relocated, and writing the history of an account could require pulling 4-10 files. It was evident a solution was needed to streamline processes.

An Integrative Solution

Offering a solid integration with the firm's primary insurance application, TAM, PaperWise was able to create hot keys to speed up repetitive actions. Since the agency client database and accounting functions were handled through TAM, it was necessary for the two applications to work together with full connectivity. According to Chief Administration Officer, Kirk Joseph, "[TAM] and PaperWise have been linked and work very well together in which all insurance files, documents, e-mails, well charts, logs, invoices, etc. in PaperWise are linked to the client insurance areas in TAM." Through this integration, EnRisk has complete access to client files, which provides a dual benefit, efficiently conducting daily business practices and improving customer service. "PaperWise gives you so many options to locate a 'lost' document," said Joseph. "As long as we get the document into PaperWise, we can always locate it, even if it is misfiled."

Practice Makes Perfect

The biggest challenge EnRisk encountered while implementing PaperWise was deciding how it would work best with TAM, as well as how set up the new system to match the paper filing system employees were accustom to. "We had some difficulties getting everyone trained and modifying our procedures to work with the system, but learned a lot from trial and error," explained Director of Operations, Sheila Lindsey. Training and procedures were set up using client inboxes and an employee inbox file cabinet. Initial attempts to most effectively connect their previous methods with PaperWise required some adjustments; however, the firm continued until they found the perfect mode of operating.

With practice, EnRisk has worked out any gaps and today the agency is 'paperless' with the system working well. "The legal implications have been significantly improved since we only have one scanned image of all paperwork rather than several different electronic and paper files," said Joseph. "Additionally, utilizing PaperWise has really streamlined our workflows and made retrieving any type of documentation, whether client-specific files, corporate documents or any number of items, much easier."

The Present Picture

Now that EnRisk is utilizing PaperWise throughout the agency, modifications are being put into place to further expedite processes. "Having operated in a traditional server and PC environment, we recently upgraded our network to a virtual server environment, speeding up the interface between the two. We are now in the process of moving to an all thin-client environment using Citrix so individual PCs and the customization of our applications do not have to be supported throughout the company." Joseph said of the changes.

With an efficient office, productivity is up. The agency can now respond quickly to requests for information or documentation; as all documents are stored electronically, they can retrieve and send data to clients in seconds, rather than hours or days. Employees have total access to files from any computer. The paperless environment accomplished with PaperWise is conducive to operating without a file clerk, and with multiple search options available, Joseph has found "it seems virtually impossible to 'lose' a file."

Integrations between PaperWise, TAM, and Outlook provide seamlessly linked documents that come in and go out via email just as scanned images do. Personnel can handle more accounts based on the enhanced efficiency as time spent physically pulling files has been eliminated, and employees can focus their efforts on working rather than digging for files in a storage room. As Lindsey explained, "Now we have to remind employees they need to get up and move around occasionally - so many of us will sit for hours at our desk because we don't have that need to get up and look for files; they are at our fingertips. Many of our employees find they have less stress with their workloads because PaperWise has taken the file clutter from their offices. The workload is still there and in many cases, heavier; however, it is more organized."

Continued Efficiency

EnRisk plans to advance gains through their partnership with PaperWise in the future. Utilizing Workbench, as well as Dashboard and auditing capabilities, they hope to streamline processes even more. As PaperWise continues to develop solutions beyond document management, EnRisk can count on heightened ability to run an efficient office and provide quality care to the clients they serve.