Apex Insures Records Management Tracking and Requisition
by Robert K. Basmadjian
Due to Hurricane Andrew, Doris Miller daily tracks a half million insurance files that could be in the hands of any of 200 employees.
She supervises two large file rooms for Apex Managers, a quickly growing records management firm that serves five insurance companies offering homeowner policies to Florida’s residents. It is part of the State Joint Underwriters Association, created to provide insurance to homeowners otherwise unable to purchase it in the hurricane-prone area.
But its success and growth brought document management problems to the six-year-old firm. Too much time was spent filling out pink requisition cards and searching for files that someone else could be using. So, Apex Managers began looking for a better file tracking and requisition method. The solution came via an Internet search where Miller discovered DHS Associates, an Orange Park, FL-based value-added reseller (VAR) representing Compsee, a national Auto. ID manufacturer and systems solution integrator.
DHS provided Apex Managers with a total software and hardware solution featuring a bar code-based, web-browser accessible records management system.
The DHS automated document management system includes a Compsee Apex IIŪ (name no relation to insurance service firm) hand-held bar code scanner, Sato printer, and the DHS Total RecallŪ Records Management Software. More than 150 standard reports are available from the records management software program. It automatically tracks current file status, records a history of everyone who touches the file, and reports which files are out. The data can be exported to an Excel spreadsheet or any standard format program like Lotus 1,2,3 or Word. It will also notify managers when files should be sent off site and when it is time to destroy them. In addition, off-site agents can make file requests through a Web browser interface.
As part of the total-solution service, DHS also customizes reports and provides online help. Recently, when APEX Managers needed a one-time report, Miller says DHS “walked me through it step by step. They were very helpful.”
Miller is very happy with the decision to use the total solution from DHS. “I am very impressed with the system,” says Miller. “ It is very user friendly. I have a lot of people with no experience with a computer and they can pick it up in a couple of days.” But most important was the increased productivity in these file rooms—60%.
Robert K. Basmadjian can be reached specmkt@gti.net 908-234–9530.