RSGreen: Paperless, Efficient and Effective Communication Using Sigma EncoreSM
By Rob Sklar, Director of Client Services, Mahwah, NJ
Author’s Note: This article highlights the current capabilities of RSG’s Sigma EncoreSM. Editorial commentary on the overall topic of global warming is not included. Feel free to browse National Review or Time for varying views.
Carbon dioxide and other gases trap solar heat in Earth’s atmosphere and keep the Earth’s surface warm and habitable. The measurement of our impact on the environment in units of carbon dioxide—as individuals, departments or organizations—is called a carbon footprint. The more fuels we burn, the more greenhouse gases are created, the larger our carbon footprint.
We believe we have better control over our carbon footprint at home than we do at work. However, consider these figures specific to printing and copying:
- An office worker uses an average of 10,000 sheets (20 reams, or two boxes) of copy paper every year.
- Every remanufactured toner cartridge conserves roughly one half-gallon of oil and reduces landfill waste—plastics and metals—by roughly two and a half pounds.
Our carbon footprint may indeed be higher at work than at home, but it can be reduced by taking simple measures such as controlling printing habits and eliminating duplicate storage. First and foremost, consider every document carefully. For claims:
- Who controls the physical claim file? (Anything else printed or stored is technically a duplicate.)
- Do several different people in the organization need access to the same document?
- If so, is a shared directory within the network being utilized where all interested parties can find documents easily?
- Is there only one copy in print?
- Or are there several copies throughout the same network, or in several filing cabinets, or on several e-mail in-boxes?
Sigma EncoreSM has many capabilities and features that can help users reduce their department’s carbon footprint today at no additional cost. They are all standard features included in the core application and are explained in detail during training. The following topics deal directly with the issue of printing and storage by offering alternative solutions.
Sigma EncoreSM File Attachments Virtualizes Online Files
Users may save documents and images associated with a claim, policy or property within Sigma EncoreSM. This helps build an electronic file instead of a paper file. All types of documents and images can be attached except for streaming video and audio.
When attaching a file, the user specifies if all users can view the file, which alleviates the need for multiple copies of the same file. Documents may also be marked private in those instances where only that user needs access. Because the attachments will link to the notes, financial history, etc., of an online claim file, this is a better storage option than even corporate networks.
Data Management using RSG Server Folders
Within RSG’s servers, each Sigma EncoreSM user has a personal folder, and each account has a shared folder. These folders are for reports created within Sigma EncoreSM, and the shared folder can also be used to store documents that all users should access. Reference materials or claims manuals, for example, can be posted to the shared drive. This is especially helpful for remote users who need to toggle between a VPN and the rest of the Internet.
Distribute Reports, But Keep Your Copy Electronically
Sigma EncoreSM saves every output file of every report definition until the user manually deletes it. Once a report is distributed to its recipients, users who need to reference the report can always go into the Job History of that Report Definition and view the output file.
Reports can be e-mailed, or saved to either the personal or shared folder. In this example, the report will go to both the shared drive and an e-mail address. Therefore, this document is already in three places: e-mail, shared folder and Job History. Consider each report carefully: It is easy to see how quickly copies of documents can build!
Sending an E-mail is Not a Reason to Exit Sigma EncoreSM
Sigma EncoreSM has an e-mail feature that allows users to send e-mails from any panel. If the text of an adjuster note raises questions, simply copy and paste that portion of text into an e-mail and send it to the adjuster. This process uses very little resource compared to printing, faxing, scanning and then e-mailing. Users can build address books online, and there is a button for the user to copy their work e-mail address.
Diary Event Manager: The Claim is Online, Now the Calendar is Too
Utilizing Sigma EncoreSM’s Diary Event Manager is an effective way to incorporate the online claim files into the department’s claim event calendar. Claims being tracked can have one associated diary record where the date and event is continually updated. Or, the claim can have multiple associated diaries, each set as ‘resolved’ when its event is completed. Now the claim record is online, the event manager is online and associated with the claim, and the entire online file is in one place accessible by all users.
Screen Capture: Not Just for Printing Anymore
Each of the screens captured in the article have a PRINT button in the lower left corner. Users print Claim Summary or other panels to memorialize them at a given date, or even once a year. Some will even print Search Criteria as proof! Why capture to paper, year after year, page after page? The Screen Capture has other Output Destinations: Capture to File, and E-mail Capture as Attachment. Both allow users to name the JPEG picture. Saving the Capture to File allows the user to choose RSG Servers or the drives on the user’s computer.
In summary, RSG’s Sigma EncoreSM is your central repository of critical claim and risk management data, and can be leveraged to significantly reduce paper production and printed material storage throughout your risk management operation. Effective use of these Sigma EncoreSM features will contribute to fewer carbon emissions, reduce your footprint and reduce your costs. For our part, many RSG documents are only in electronic form, such as Sigma EncoreSM’s online help. This newsletter and all conference materials will be in electronic form as well. Contact your account manager for other ideas that promote RSGreen.
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