Streamlining Insurance Document Management with SysConnect and Tag Doc at AFPD
Administrators for the Professions of Delaware (AFPD), based in Delaware, provides critical marketing, underwriting, billing, collections, and data processing services to insurance companies. Processing thousands of forms daily, such as client policies and insurance quotes, from a UNIX system was a significant challenge due to reliance on costly multi-part forms and dot matrix printers. Manual storage in file cabinets was inefficient and error-prone, complicating document retrieval. By implementing FabSoft’s SysConnect and Tag Doc solutions, AFPD transformed its document workflows, automating form creation, printing, and archiving. This comprehensive guide explores how these solutions reduced costs, increased productivity, and streamlined document management, positioning AFPD as a leader in efficient insurance services.
Challenges of Manual Document Management
AFPD processed thousands of forms daily, including client policies and insurance quotes, generated from its UNIX system. The legacy process relied on multi-part, pre-printed forms printed on dot matrix printers, which were costly and slow. Each form took 5-10 minutes to process, with manual printing and filing consuming significant time. For 1,000 forms daily, this equated to 5,000–10,000 minutes (83–167 hours), costing $480,000–$960,000 annually at a $20 hourly rate. Manual storage in file cabinets made retrieval time-consuming, often requiring extensive searches for reference or compliance purposes. Errors in printing or filing further delayed workflows, impacting client service and operational efficiency. AFPD needed an automated, scalable solution to replace outdated processes and enhance document accessibility.
Solutions Implemented by AFPD
AFPD adopted FabSoft’s SysConnect and Tag Doc solutions to overhaul its document management. SysConnect, using its built-in Designer, recreated insurance policy forms and quotes, converting multi-part forms into customizable electronic formats. When a form is printed from the UNIX system, SysConnect captures the print stream, overlays data onto the new forms, and prints to a high-speed color printer or multifunction printer (MFP), eliminating the need for costly pre-printed forms and dot matrix printers.
For archiving, SysConnect automatically routes documents to AFPD’s digital archive system using index fields (e.g., policy number, client ID), enabling keyword-based searches for instant retrieval. Tag Doc enhanced this by adding proprietary barcodes to cover pages, associating all text within an insurance policy. After clients sign and return policies, scanning the barcode automatically archives the document in the digital system, correctly routing it to the owner. This process successfully archived over 4,000 signed policies without failure, streamlining workflows and ensuring accuracy.
Benefits of SysConnect and Tag Doc
The implementation of SysConnect and Tag Doc delivered transformative benefits:
- Cost Reduction: Eliminated multi-part forms and dot matrix printers, reducing printing and material costs.
- Increased Productivity: Automated form creation and archiving reduced processing time from 5-10 minutes to seconds per document.
- Enhanced Accuracy: Barcode-based routing and indexing minimized errors in document distribution and storage.
- Instant Retrieval: Keyword searches enabled quick access to archived documents, improving client service.
- Scalability: Supported thousands of daily forms, accommodating AFPD’s growing needs.
- Secure Archiving: Digital storage ensured compliance with data privacy regulations.
Quantifying the Impact
The financial and operational impact was substantial. Manual processing of 1,000 forms daily at 5 minutes each consumed 5,000 minutes (83 hours), costing $480,000 annually at a $20 hourly rate. SysConnect and Tag Doc reduced this to 250 minutes daily (4 hours), saving over $450,000 annually per employee. Additional savings from eliminated pre-printed forms and storage costs further enhanced ROI. The automated archiving of over 4,000 signed policies without failure improved client response times and compliance, strengthening AFPD’s reputation as a reliable service provider.
Getting Started with Document Automation
AFPD implemented SysConnect and Tag Doc with a phased approach, starting with insurance policies and quotes. The solutions integrated seamlessly with the UNIX system and digital archive, requiring minimal setup. Staff were trained on the user-friendly interface, and performance metrics (e.g., processing time, error rates) were monitored to optimize workflows. This approach delivered immediate results, with plans to scale to other document types, ensuring sustained efficiency gains.
Broader Implications for Insurance Services
AFPD’s success highlights the potential for SysConnect and Tag Doc in the insurance services industry. By automating document workflows, providers can enhance client services, reduce costs, and ensure compliance. The solutions’ scalability and integration capabilities make them ideal for managing high-volume, sensitive documents, supporting growth in a competitive market.
Conclusion
FabSoft’s SysConnect and Tag Doc transformed AFPD’s document management, automating form creation, printing, and archiving for thousands of daily forms. By reducing costs, enhancing accuracy, and improving accessibility, this document management solution positioned AFPD as a leader in efficient insurance services in 2025.