Application: Insurance Company Acquisition

Project Size: 6,700,000 pages of Life Policies

Receipt: Cintas Document Imaging traveled to a location in Kansas City, MO to organize and prepare the documents for transport to our facility in Indianapolis.  Barcodes were utilized to identify each file folder (containing policy number).  Each box was inventoried to facilitate a methodology for organizing a shipping/tracking database.  This effort required the hiring of local temporary employees, training, and coordinated efforts with both the acquiring and the acquired IT staff.

Merge Data: A database file was supplied in policy number order, which was imported into Cintas’s production database to establish detailed document identification criteria.

Document Preparation: Standard - remove staples/bindings, repair tears, unfold corners, paste-up small pages, put to correct rotation, etc. Sort – Upper deck documents (application, medical information, pre-approval) were placed in specific order with Lower deck documents (client correspondence and miscellaneous), for which Cintas received training from the acquired company personnel to ensure accuracy and organization.

Scanning: 200dpi, Group IV TIFF, with automatic cropping, de-skewing, de-speckling, and backside threshold image dropout settings activated.

Indexing:  Because index and capture information was available “at capture”, i.e. scan point, and merged with information obtained from the database file, our client personnel were able to retrieve and view images via Cintas Document Imaging's Web-based InfoPort™ image retrieval mechanism upon capture of each image in real time daily.

QC: Representative batch image quality checks, 100% barcode read against merged database file data.

Finalization: All images were processed into multi-page TIFFs, based on policy number and physical page order within each policy file. Delivery to client was made via LTO tape on an ongoing basis, in a format specified by the client for upload to its FileNet  system.

Other: The client needed to access files that were not yet scanned and this required Cintas to process approximately 100 files per day with a 4-hour expected turn. The client staff would first check to see if the images for the files were previously placed on their FileNet system. If not, they were directed to InfoPort™ where they could request the file. Cintas’s retrieval desk then pulled each requested file via the developed box/file tracking mechanism, and placed them in “immediate” prep and scan order in its production processes. Cintas then filed the requested and scanned physical files into separate “request” boxes in policy number order.  After scanning, the requestor received an e-mail notification that the image(s) were available for viewing. The internal tracking mechanism of these files was updated at every phase of production to note status and location of images and physical files. Cintas also provided weekly progress reports (number of pages/files captured) during scheduled weekly progress meetings.

Document Disposition: Cintas’s file retrieval and box tracking development and implementation processes incorporated barcode labeling that could be utilized for disposition by Iron Mountain upon completion of this conversion.