Todd McIndoo is a Vice President at Speedy - National Association ...

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There is no software to install onmultiple computersCustomers don’t have to rely on an ITperson to install an application. Everythingis running securely at the vendor’slocation.Any upgrades occur behind the scenesautomatically. With traditional licensedsoftware, you typically have to wait forthe next release to get the latest advances.Given the cost and complexity of movingto a new version, it may not even be practicalto upgrade each time a new releasebecomes available. With a SaaS subofficesolutionsSoftware-as-a-service DocumentManagement Saves Time, MoneyBY JOHN MAYEUXThis year’s catch phrase is Software as aService (SaaS). Analysts claim that by2010, 30% of new software will be deliveredvia a SaaS model. Also called “cloudcomputing,” “on-demand software,” the“ASP model” or “hosted software,” SaaSinvolves subscribing to Web-based softwarehosted at the provider’s site.For insurance agencies of all sizes,SaaS can be a great way to roll out newtechnology -- especially when it comesto document management systems.Save money from the startDocument management systems, ingeneral, were designed to save businessesmoney. By scanning and storingpaper and electronic documents online,insurance agents can get rid of bulky filecabinets, most office supplies and reducepostage and courier fees. But, when aservice is available online, you can saveeven more.Little or no upfront costsBecause there is no software to install,there are typically low, if any, upfront expenses.When you subscribe to a SaaSapplication, you avoid the overhead associatedwith implementing conventionalsoftware. A typical software implementationinvolves purchasing and maintainingservers, housing them securely, andinstalling and maintaining the software.This requires the time and effort of experiencedIT personnel, which many smallerbusinesses these days cannot afford.Expenses can be budgetedWhen you subscribe to a SaaS application,you pay a monthly or annualsubscription fee. Compared to a traditionalsoftware license, this subscriptionpayment structure will work to your advantage.An ongoing monthly expenseis easier to incorporate into your budgetthan a large one-time outlay. You canusually cancel or change your subscriptionat any time without losing a largeinitial investment.Implement in hours or days… notmonthsBecause you will eliminate many ofthe typical implementation tasks associatedwith licensed software and becausethe software is already up and running onthe vendor’s data center, deployment timetends to be much shorter with a SaaS application.Just think: someone, somewhereis already using the service successfully.For Web-based systems, training andsetup is usually done entirely online --since that is where people will be usingit. After training, users can begin usingthe solution immediately.“We use our training period to helpour clients setup their users, file cabinetsand insurance companies,” explainedLeslie Haywood, CEO of a Web-baseddocument management company locatedin Tampa, Florida. “That ensuresour clients are actively using the systembefore hanging up the phone.”You don’t need ahuge IT departmentWhen you subscribe to a Web-basedapplication, you free your agency fromsupporting high cost, time-consumingIT functions, including:· Purchasing and supporting the serverinfrastructure necessary to install andmaintain the software in-house.· Providing the equipment redundancyand housing necessary to ensuresecurity, reliability, and scalability.· Maintaining a labor-intensive patchand upgrade process.18 — Exclusivefocus Winter 2009/2010
scription, as soon as a new or improvedfeature appears in the application, youcan begin using it.Access any time, anywhereWeb-based applications enable you tosave your information on the Internet, soit is easily accessible from anywhere.Multiple offices?No problem. With a SaaS documentmanagement system, users can scan filesat one location and give employees atother offices instant access. It is easierand faster than e-mail to share files usingonline document management systems.Remote or travelling employeescan bring their files with themIf you have producers on the road,they can easily pull up a client file thatthey scanned in before they got in the car.Applications, contracts, correspondenceand even photos can all be stored online,so there should be no reason to return tothe office in the middle of a meeting. “Weoriginally signed up for a Web-based documentmanagement service to eliminatethe clutter and free up space,” explainedone agent in Sarasota, Florida. “A surprisebenefit is being able to retrieve scannedfiles from my home office.”No brainer off-site backup anddisaster recoveryOne of the most important, but oftenoverlooked, benefits of SaaS documentmanagement systems (or SaaS systems ingeneral) is the off-site backup of importantpaperwork. If you are storing your closedclient files in boxes in your office or home,they could easily be destroyed by a manmadeor natural disaster. By storing filesonline, they are backed up on a daily andweekly basis by the vendor – ensuring theinformation is there when you need it.“Most insurance agents are too busyto scan in their paperwork, let aloneback up their files and servers each day,”Haywood said. “With a Web-baseddocument management system, recordsstored online are backed up by the vendor– or should be – on a daily basis, ifnot constantly. It takes the responsibilityfor disaster recovery and back up off theagent or office manager.”Sounds good, but how can I besure that my data will be secure?Security and privacy are concernswhether you subscribe to SaaS or purchasesoftware and implement it on inhouseservers. A SaaS vendor you cantrust offers you the level of security youneed while saving your organization theexpense and effort required to house, deliver,and back up an application.Most vendors understand that datamust be backed up religiously, and securityis the top priority. Customers’ ITdepartments are typically pulled in manydirections and can’t be as focused on onetechnology. Customers can assume theirdata security is probably safer when it’shosted. When you are selecting a SaaSprovider, you should ask questions regardingsecurity, but overall SaaS providershave a good track record.When you’re considering a SaaS subscription,ask the following security-relatedquestions:• Is your production equipmenthoused in a state-of-the-art facility?• What are the security arrangementsfor the facility? Are they in place 24hours a day, 365 days a year?• On what type of infrastructure doyou host data? What are the virus protectionarrangements?• How often do you back up data andwhere are the backups stored?• What level of data encryption doyou use to protect web site transactions?• What is your privacy policy?Software-as-a-Service applications willgrow in popularity as more and more peoplebecome accustomed to using the Internetto access their business software. Andit makes sense as people spend more andmore time on the World Wide Web. Insuranceprofessionals will realize time andmoney savings by subscribing to serviceslike these.John Mayeux, National Account Manager,eBridge Solutions has been on the technologyside of the insurance industry for morethan 20 years.Fed Up With Your Paper Files?With eBridge Solutions’ onlinedocument management system and eAgent— our new agency management tool — youcan eliminate file cabinets and paper forever.By storing your customer data and electronicdocuments in one program, you’ll:• Reduce operating expenses• Increase staff productivity• Improve customer service and compliance• Implement back-up and recovery systems• Decrease physical storage space• Increase your ability to cross sell• Go greenAll of eBridge Solutions’ low-cost start-up andmonthly maintenance fees can be charged toyour Executive Advantage card.Call eBridge Solutions today to set up a demoand see for yourself why now is the perfecttime to go paperless!www.ebridge-solutions.com 877.676.6067introducing© eBridge SolutionsWinter 2009/2010 Exclusivefocus — 19
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