Risk Records Management

Your Risk Management activities will be organized and running smoothly with the WinOcular Risk Records Management System (RRMS).  It's the perfect way to track Claims, Bonds, Disability, Certificates, Contracts, Commission, Lawsuit Documents, Policies, Property Reports, Self-Audit, Subrogation's Documents, as well as Tenant claims, Vendor issues and much more.

The entire process is easy and it requires less that 50% of the clerical effort (vs. manual file handling and organization) to implement a paperless Risk Management Records System.  Documents are scanned, profiled and linked to each claim.  You do the same with all email correspondence, letters, Word files, Excel spreadsheets, PowerPoint slides, images, and digital video.  All files associated with the issue are attached as WinOcular Objects, then stored, cataloged and managed from within the RRMS.  It’s the perfect centralized records management system that includes multi-user access, advanced searching and security features!

Each record is complete with fields such as Employee Name, Claim Number, Social Security Number, Claim Opened & Closed Date, and linked documents, files and images (WinOcular Objects) related to the case.  These objects are profiled using Index information such as Document Type, Document Date (and Scan Date for scanned documents), verification date, “who verified”, notes and other user-defined fields.

Finding the information you need:

With RRMS, all the information related to a claim is just a mouse click away.  Simply choose the fields, enter the strings to search on, and instantly retrieve a list of images, documents and related information.  Select any of the associated objects to then view, print or email it as desired.  Plus, your search queries can be saved for later use by yourself or others!

Documents are scanned and can be automatically indexed using words and phrases found in the document itself.  Simply use the built-in OCR/ICR functions during scanning to build a text record associated with the scanned image.  This now allows you to enhance your searches with WIT (Word-In-Text) functions that actually search the contents of the documents for relevant keywords!

This advanced technology provides you with the ultimate in flexibility –not only are all of your claims organized and categorized, but you can easily search for ALL ASSOCIATED OBJECTS –using not just a field-based lookup –but the actual contents of all documents and files as well!  This unique search technology can be a powerful data mining technology that provides you with information and insight you never thought possible.

Privacy and security:

This comprehensive solution is also equipped with multiple levels of security to protect sensitive documents and files from unauthorized viewers.   Each user has a security access level and each document has a sensitivity level.  Depending upon the access level of the user, they will see only the list of documents that is appropriate for their security access level.

Features:

• Variable user-defined index fields by subject type
• Field validation for critical index fields
• User-defined Subject & Document types
• Powerful queries using index fields with Word-In-Text (WIT) searching
• Save queries for use at a later time
• Record storage in standard Image File Formats along with Word Processing & text formats
• Microsoft Windows NT, 2000 and XP operating environment
• SQL compliant database
• High Speed Image printing
• Document archival to File Server, Tape, CD-ROM, DVD-ROM, DVD-RAM or other optical media

Benefits:

• All Risk Management records and documents are collected into one database easily accessed by multiple users
• Simplifies the search and retrieval of all records and associated files and documents
• Advanced search technology allows field-based and context-based searches that actually read the text of OCR/ICR’d documents and all other attached files.
• Clerical time required to scan and index items is less than half of that required to manually file and retrieve folders of information
• Folders cannot be lost or misfiled
• Guards against losing or misplacing individual documents
• Enhanced security levels protect documents from unauthorized users
• Eliminates the burden of paper storage
• Integrates with all other WinOcular products
• Customization available to tailor to your specific needs