Challenges

  • Scan and Archive Paper Documents
  • Recover Lost eCabinet files
  • Manage Document Security

Solution

Protected Trust’s cloud-based Archive Studio not only provide a document management solution within budget, but also rescue files from eCabinet and incorporate them into Archive Studio for fast and easy retrieval.

“We no longer have to worry about the condition or age of our hardware, or meeting the latest regulatory requirements. That’s Protected Trust’s job, and I couldn’t be happier about the arrangement.”

Lane Boozer,
Owner
Don Boozer & Associates, Inc.

Protected Trust Safeguards Critical Life Insurance Records

Organization: Don Boozer & Associates
Industry: Healthcare
Location: Corinth, Texas

Don Boozer and Associates serves insurance agents nationwide from its office in Corinth, Texas. Founded as a retail center for selling life and health insurance, the company has grown into a national marketing office.

The Challenge

Don Boozer and Associates deals with large amounts of paper and electronic documents. Many documents have confidentiality requirements and must be kept and, more important, accessible for a number of years.

Before 2010, the company used filing cabinets and eCabinet to house paper and electronic documents. But when eCabinet went down, the company feared it had lost the files. It needed to recover the files and manage all documents electronically.

The Protected Trust Solution

Don Boozer and Associates learned Protected Trust’s cloud-based Archive Studio could not only provide a document management solution within budget but also rescue files from eCabinet and incorporate them into Archive Studio for fast and easy retrieval.

Now, using a multifunction printer, the company scans paper documents into Archive Studio. With the Goby Capture component, which enables remote or local document capture and indexing for automated delivery to a custom network folder, the company uses barcoded cover sheets for each client file with specific metadata associated with each document. When documents are scanned, Goby Monitor immediately converts them to PDF and files them to the pre-determined file structure.

Archive Studio’s WebSearch component allows instant and secure browser access. WebSearch manages document security, process workflow, retrieval, collaboration, and retention. Files are easily located by searching document-specific descriptions or a combination of full text key words. Proximity searching is also available using visual file cabinet and folder structure methods.

WebSearch and the Protected Trust “decision engine” allow remote or local access to information and instant updates to business process activities. These components promote process improvement, online collaboration and secure storage. Workflow automation standardizes performance, insures follow-through, streamlines the workforce, and produces repeatable positive results.

The Results

Lane Boozer says, “After eCabinet going down and not being certain I could recover those critical files, I was thrilled to learn that not only can Protected Trust convert eCabinet files and incorporate them into Archive Studio, but that Protected Trust also provides a cloud-based solution. We no longer have to worry about the condition or age of our hardware, or meeting the latest regulatory requirements. That’s Protected Trust’s job, and I couldn’t be happier about the arrangement. And with Archive Studio I converted the contents of nine filing cabinets into digital format and used that space to expand the business.

“Training took about 30 minutes, and the Protected Trust support staff is always available and willing to help. Day-to-day processes for handling documents – paper and electronic – have become so easy with Archive Studio.

“When an agent calls I can find every document related to a case -- even from several years ago – in an instant without having to dig in file cabinets and call that client back. Nothing gets lost, and I now have more time to support my clients.”