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Cavignac & Associates Success Story

“Our service team used to spend an average of one hour a day scanning documents. With a team of account managers, executives and administrators, that can really add up,” Julie Harvey, Director of Visible Progress at Cavignac, says.

Cavignac & Associates is an Insurance Broker company based in San Diego, Cali. After implementing the PaperWise product, they have been able to improve their workflow management. “Now we have one scan operator that spends only three hours a day scanning for everyone. We've now improved workload distribution and achieved a more efficient paper flow process," Julie says.

In addition to improvements entering documents into the system, they are benefiting from accessing files with greater ease. “This has also simplified the search and retrieval of documents. Rather than searching through numerous files, I can just press a hotkey to search and be on my way,” Julie says.

Revolutionized Business Processes

Stacks of paper are a normal way of life for most companies, especially in the insurance industry. Before PaperWise, Cavignac was no exception. Insurance policies more than 300 pages long are typical. It’s no surprise that it used to take clerical staff up to one hour just to set up a file for a client. With more than 1,000 clients, it was a consuming task for Cavignac, to say the least. Cavignac has been so impressed by the PaperWise product that they have done away with paper files completely, exchanging them for electronic files. Transitioning to one user-friendly database that provides ultimate convenience and accessibility provided the solution Cavignac was looking for.

Many companies are intimidated by the change something of this magnitude entails. “We did go through a learning curve as you do with any new product, but the time-savings the PaperWise product provides far exceeds the initial time it took to get it up and running,” Julie says. She finds the PaperWise staff to be helpful in the set-up process. “The employees at PaperWise are incredibly helpful and very responsive. The people I work with there are always willing to listen. The business relationship we have with PaperWise is critical, and it is definitely a partnership.” Besides the great working relationship that seems evident, perhaps Julie says it best in her short and sweet summary of the value that PaperWise has added to the Cavignac system: “No paper trail. PaperWise simplifies.”

Continual Progress

Cavignac & Associates was featured in the fall 2004 issue of the ASCnet Quarterly because of their significant growth and success, and in part as a result of their decision to go paperless with PaperWise. Before implementation, they consulted with PaperWise professionals to ensure they received a complete solution. “What I like about PaperWise is their attitude,” Julie told the ASCnet Quarterly. “They told us if we could dream it up, they could make it happen.”

After implementing the PaperWise solution, Cavignac’s growth took off. They moved into an office nearly twice the size of their former accommodations. The new space includes a 1,000 square-foot training room equipped with high-tech teaching tools. During their move, Cavignac hardly took any filing cabinets with them because the majority of corporate information is now conveniently electronic and backed up nightly. Today, the only paper in the Cavignac office is their daily mail. But once it is scanned and routed the paper version can be destroyed. Processing mail took up to four hours a day before the PaperWise system, but today it takes just two hours. According to Cavignac calculations, the PaperWise system paid for itself in just one year. “Automation has made a huge difference in our operations and bottom line,” Julie told the Quarterly. And Jeff Cavignac, President, echoed her sentiment saying, “The upside of automation in the insurance industry is almost endless.”