Get documents about "Prepparing for Doc360 - New England AMS Users Group
Document Sample
AMS360 Preparing for
Doc360
Prepared by:
Angela Painter
Vertafore, Inc.
October 2011
AMS360 PREPARING FOR DOC360 2011
D
TABLE OF CONTENTS
AMS TECHNOLOGY RESEARCH WHITE PAPER ............................................. 1
DOC360 SETUP OPTIONS .................................................................................. 1
DOCUMENT SECURITY CONSIDERATIONS ..................................................... 5
AMS360 PREPARING FOR DOC360 2011
A M S T E C H N O L O G Y R E S E A RC H W H I T E PA P E R
Document Management and AMS360
AMS Technology Research
Document management and what is often called “imaging” has a rich history with many ideas and implementations. In the early
days, hardware was limited and very difficult to work with. Special software had to be developed to work with the hardware, and
the entire solution — while workable — did not have a smooth workflow and often suffered from storage and other issues. Over
time, the hardware (and software) became more user-friendly so there were more options. In today’s world there are many great
hardware and software methods for collecting documents electronically, but few great ways to organize and retrieve them. With
the document management feature of AMS360® — Document360 — insurance professionals have a number of powerful options
for collecting, storing, organizing and retrieving electronic documents.
Perhaps the key idea to remember about document management is that it is a complement to what has been traditionally called
“imaging,” not a replacement. With the tools available today, there are many ways to get documents to electronic format - not
just a scanner. Digital cameras, fax transmissions and e-mail, in addition to word processing, spreadsheet and other documents
created by individual users. All of these document types can be important to retain and find later as they hold key information
about interactions with customers and the business. Today, all of the hardware tools used to create (or collect) documents come
with their own software to create and edit the document. It is the role of document management to store the document and allow
the user to find it easily when it is needed.
While there are many methods for creating an electronic document, scanning paper is still the most common. For the
Document360 feature of AMS360, there are three workflow choices when working with these documents. The decision on which
workflow to use will govern, to some extent, the hardware you might use for scanning paper documents. Needless to say, the use
of other electronic documents is not as dependent on workflow as the scanning of paper documents, but can be included in any of
the workflow choices.
For the Document360 feature, the key requirement is that any document retrieval device, whether it is a scanner, digital camera
or fax service, needs to put the newly created document into a specific storage directory. The directory can be on a local
workstation (for an individual user) or on the network somewhere, like a file server. The Document360 software is then setup to
look for documents in this directory and import the created documents into AMS360 depending on the workflow selected.
Document360 does not interact directly with any hardware — it is used only to take documents that are already created and store
them into the AMS360 system for later retrieval and use. Once the document is imported into Document360, the original file can
be automatically deleted keeping the storage directory clean for further use.
The three document management workflows are front-end scanning, back-end scanning and on-demand scanning.
FRONT-END SCANNING
The front-end scanning method is used when an agency wishes to scan documents as they first arrive at the door. For this
workflow a larger, faster scanning device (or devices) is (are) likely to be needed. You will need a device that has a fast
document feeder and can handle odd sized documents. For large implementations, dual-sided scanning and color scanning should
be considered. Needless to say, a primary concern is how fast the documents are scanned. A slow device can cause significant
delays to any document management workflow. The device is used by a front office person to scan in any paper required.
Remember that the device must place the completed electronic documents into a pre-defined folder that Document360 can
access. Once scanned, the documents can be placed within Document360 in each worker’s “inbox” to allow them to view, work
with and later attach the document as needed to the appropriate location within AMS360.
BACK-END SCANNING
The back-end scanning method is used when documents are to be scanned after they are sent through the agency and worked
on. Once the document has been worked with, the office personnel creates a placeholder within AMS360 for the document. Later,
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AMS360 PREPARING FOR DOC360 2011
after the document has been scanned, the placeholder is used to connect the document with the previously-created information
within AMS360. Scanner hardware used should be similar to that discussed in the front-end scanning section above.
ON-DEMAND SCANNING
On-demand scanning is when the documents are scanned as they are being worked on, at each worker’s desk. In most cases,
this method involves placing a smaller scanner on each key desk so that the employees do not have to get up and walk to a
communal device. The advantages of on-demand scanning are that the insurance professionals that work with the documents
know what must be recorded (scanned) and can attach them to the appropriate parts of the AMS360 system using Document360.
The type of scanning hardware for this workflow will depend on the volume of documents that each person processes. For a
higher capacity person, a document feeder is still necessary. For a person that works on fewer documents, a flat bed scanner
(without document feeder) or slower scanner might suffice. A larger network attached device would obviously work with this
workflow, but would require these key people to leave their desk to use the device. Mid-sized devices designed for a workgroup
might also work with this method if the seating environment makes it convenient.
STORAGE – AMS360 ONLINE
The Document360 feature allows a couple of options for storing attached electronic documents, they can be stored directly into
the AMS360 database or on a local network file server. These options are both available whether the system is online (running in
the AMS Data Center) or in-house (running in the agent’s office). Needless to say, if you are an online user of AMS360, the
database server storage and backup is taken care of by AMS Services. If you decide to use a separate file server in your own
office, you would be responsible for its backup. Keep in mind that if your documents are stored on a local file server, you may not
be able to access them from remote locations (unless you can provide a connection to your network device from that location).
You do not need to be concerned about these issues as long as you attach your documents to the database so they are stored in
the AMS Data Center (as recommended).
The amount of storage required depends on the type of documents you wish to save. As indicated, this would only be an issue for
online users if they choose to store their documents on a local server rather than in the database. Document360 will compress
each document prior to saving it. For many documents, like word processing or text files, this can save considerable space. For
image documents like pictures or scanned paper documents there are still savings in storage space, but not as great as these
documents are normally compressed. Document360 also has the ability to encrypt the documents as they are being saved to
protect them from being read outside of AMS360.
Online users have fewer storage issues since their documents are stored in the AMS Data Center. However, the process of getting
documents to the data center requires the use of the same Internet circuit that is used for the standard day-to-day use of
AMS360. If the Internet circuit is underpowered, the transfer of documents to and from the data center will have an impact on
performance of all functions of AMS360. Therefore, it is important to consider how this will affect your selection of an Internet
circuit. For the primary use of AMS360 the circuit you have selected may perform great, but when document management is
added, you may need to add bandwidth. For a larger discussion of AMS360 online, latency, and bandwidth, please see this
document:
http://www.amsservices.com/whitepapers/ams360bandwidth.asp
STORAGE – AMS360 IN-HOUSE
Much like the online solution, in-house customers have the option to either store documents in the database or on a separate
(file) server. AMS Services recommends using the database option for several reasons. First, when you do your daily backup of
your database server you will have all your information, database and documents, all on one backup job and media. Second, if
you access your data remotely, having the information in the database allows it to be viewed from any location that you run
AMS360. The file server alternative will require that you have a separate backup plan for the data since it will be on a separate
server, and you may not have access to the file server when connecting remotely depending on how your network is designed.
For those customers that are planning on storing the documents on their own servers, be sure that the server hardware you use
has the ability to expand its initial disk storage – you do not want to have change servers just because another hard disk cannot
be added. As noted above, the Document360 feature compresses the documents, but they can still take significant storage
depending on the document type. Consider the backup device you are using - does it have the capacity to backup all your disk
storage once it is full? If you are relying on compression for your backup, remember that documents stored are already
compressed and you will likely not compress them any more when backing them up to tape (whether inside or outside the
database). AMS Services supports LTO2 type tape devices now, so there are a number of large backup options available.
AMS360 PREPARING FOR DOC360 2011
SUMMARY
In considering the use of a full document management system like the Document360 feature of AMS360, two key issues must be
considered. First is the collection of documents. If paper documents will be scanned into the system, which workflow will be best?
The workflow used will have an impact on the type of scanning device(s) that are purchased. What other types of documents will
be saved? Second, if AMS360 is run in-house, you must consider the storage and backup needs of your network to be sure you
can add storage and back it up successfully. For an online user, you must consider how transferring documents to the AMS Data
Center will affect the performance of your Internet circuit. Overall, you need to consider the type of documents that will be
retained. Are all documents needed, or just the most commonly used? The plan for each business may be different depending on
their overall needs and direction. AMS360 can provide a powerful tool to store and retrieve documents. AMS Services will be
adding functionality to the Document360 feature over time so it will become even more powerful. The concept of imaging has
come a long way over the years — Document360 is the next generation.
For additional technical questions, please contact techresearch.
AMS360 PREPARING FOR DOC360 2011
D OC 3 6 0 S E T U P O P T I O N S
DOC360 SETUP
Doc360 Setup - System Configuration Options
Considerations:
1. Set default storage locations for your users to select from.
Database –
file size limitation of 100 mb.
file transmission over internet for Online agencies
file access available to all authorized users outside of the office network
Shared Folder -
requires in-agency network administration
access may be restricted for users outside of the office network
shared folder permissions must be set so that users can access documents
Reference to Disk – AMS360 stores only a reference pointer to the document
requires in-agency network administration
access may be restricted for users outside of the office network
2. Set Import Files Storage Location
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AMS360 PREPARING FOR DOC360 2011
This location is used by the “Get Documents” procedure when sweeping in documents from a hot folder location.
3. Set other system options:
Compress Files During Save
Always selected for database storage.
Optional for shared folder location option.
Encrypt Files During Save
Optional for database and shared folder location. Recommended as an added security layer. Secures
document access from outside of AMS360 for any other third party application.
Tip: All documents that are stored in a shared folder location will have a filename that is obscured from the user. This filename
appears with a GUID type naming convention. Obscuring the filename prevents users from easily accessing these files outside of
AMS360.
Default “Delete After Saving” option to Yes.
Sets the system default to delete the file from its original location once it has been saved into AMS360.
Allow Document Attachments to Notes
If unchecked, removes the capability to add attachments to Notes.
Enable Backend Scanning Options
If checked, allows placeholders to be created for Activity Attachments. These placeholders reference documents that
are to be scanned and attached at a later time.
3. Set employee specific options:
AMS360 PREPARING FOR DOC360 2011
Doc360 Setup – Employee Assignments section
Hot Folder Location
Typically this is a network location designated for a user that is used as a depository for their scanned documents or
other images.
Used most often with “front-end” or early capture workflows.
Hot Spot Definition
Controls what application is launched from the Document360 button in the Center banners.
Tip: These options can be set after becoming familiar with Doc360 features.
4. Document Types List Setup
AMS360 PREPARING FOR DOC360 2011
List Setup – Document Types
Default Document Types list:
Code Description Active Permanent
ACORD ACORD Forms Y X
ADVIS Advisories Y X
ANREV Annual Reviews Y X
APPLI Application Y X
APPRA Appraisal Y X
AUDIT Audit Y X
BILL Billing Y X
CANCL Cancellation Y X
CENSU Census Y X
CERT Certificate Y X
CERTR Certificate Request Y X
CHGRQ Change Request Y X
CLAIM Claim Y X
CONTR Contracts Y X
CORRE Correspondence Y X
CSCHE Commission Schedules Y X
EMAIL Email Y X
END Endorsement Y X
FAX Fax Y X
FSTMT Financial Statement Y X
HRBEN HR Benefit Y X
IDCRD Auto ID Card Y X
INV Invoice Y X
LIC Licensing Y X
AMS360 PREPARING FOR DOC360 2011
LOSSR Loss Run Y X
LPR Lost Policy Release Y X
MANU Manuals/Underwriting Bulletins Y X
MISC Miscellaneous Y X
NEWS News/Newsletters Y X
PFIN Premium Finance Y X
PFINN Premium Finance Notice Y X
PHOTO Photo/RCE Y X
POL Policy Y X
PROPO Proposal Y X
QUOTE Quote Y X
REC Receipt Y X
REINS Reinstatement Y X
RMAIL Returned Mail Y X
STMT Statement Y X
SUBM Submission Y X
TAX Taxes Y X
TAXF Tax Forms Y X
UNREQ Underwriter Request Y X
VNINV Vendor Invoice Y X
XMOD Experience Mod Worksheet Y X
Review the types of electronic documents your agency currently scans and attaches to Activities and the type of
documents your agency receives and would like to save within the management system.
Based on the list of document types you come up with, modify the AMS360 default Document Type list so that it is
consistent with what your agency is/will be filing.
Review the Activity Actions list you are currently using and if there are document attachment types defined, make sure
those are also included in the Document Types list. Once users are familiar with Doc360 indexing procedures, these
items may be removed from the Activity Attachments list.
D OC U M E N T S E C U R I T Y C O N S I D E R A T I O N S
DOC360 SETUP – SECURITY CLASSIFICATION SETUP
AMS360 PREPARING FOR DOC360 2011
Doc360 Setup – Document Security Classifications
Considerations:
1. Review and define document classifications levels:
Up to 50 classifications can be defined.
5 predefined classifications have been defaulted for you.
All but “Restricted (Hidden)” can be renamed.
All but “Unrestricted” can be set as inactive.
At least one classification must be set as a default – this is the classification Doc360 defaults to when
sweeping documents in through the “Get Documents” process and at the other document attachment
points.
2. Once a classification has been defined, it must be secured via the Security Group Setup form for all defined security
groups.
AMS360 PREPARING FOR DOC360 2011
Security Group Setup – Secured Item List
All Classifications except for “Restricted (Hidden)” have the Access levels of “Full Access” and “View Only”
Full Access – allows all authorized users to view index information for a document and the document itself.
View Only – allows users to view the index information but not have access to the document’s filename or have
the ability to launch and view the document within 360.
“Restricted (Hidden)” has the Access levels of “Full Access” or “No Access”
Full Access – allows all authorized users to view index information for a document and have the ability to launch
and view the document itself.
No Access – users with this Access level cannot view index information for this document and therefore will not
have access to the actual document. Basically, they have no knowledge that this document exists in the
management system.
Recommendation: Start with a broad scope for security levels and make them more granular as you define documents that
need to be secured. As you’re thinking about security levels keep in mind that AMS360 security model also is in affect.
Business Unit / Service Group security provides the upper layer of security in the management system. Also, remember that
documents can be attached to all centers except Sales and Financial. Security should be considered for documents you will be
filing in these centers as well as documents related to customers.
1. Review agency personnel workgroup relationships and reporting relationships:
AMS360 PREPARING FOR DOC360 2011
Determine if access to another person’s “unprocessed” documents (documents that are in the My Documents tab)
in the User Center is required.
For those individuals that requiring access to another’s files, grant access through Doc360 Setup – Authorized to
View Unprocessed Documents For… section.
Doc360 Setup – Employee Assignments / Authorized to View Unprocessed Documents For…
Allows access to unprocessed documents on
User Center – My Documents tab
Find Documents – Unprocessed “Assigned To”
Alert Setup – Unprocessed Documents Over nnn Days Old
Check Out Status – Documents checked out for user.
Office Assistant – Personnel selection for Out of Office backup for Doc360
AMS360 PREPARING FOR DOC360 2011
DOC360 SECURITY TASK ITEMS
Security task items available as part of the Security Group Setup
Feature Group Task Access
All Centers Doc360 Button - Change Index No Access
All Centers Doc360 Button - Copy to Clipboard Full Access
All Centers Doc360 Button - Email Full Access
All Centers Doc360 File Name Doc360 Full Access
All Centers Doc360 Menu-Toolbox:-System Full Access
Administration...Document360 Setup
All Centers Doc360 Security Class Doc360 No Access
Document360 Doc360 Classification - Confidential View Only
Document360 Doc360 Classification - HIPAA View Only
Document360 Doc360 Classification - Restricted (Hidden) Full Access
Document360 Doc360 Classification - Sensitive View Only
Document360 Doc360 Classification - Unrestricted Full Access
Report Doc360 Doc360 Management Report Full Access
User Center Doc360 Button - Doc360: Delete Full Access
