For various reasons, employee benefits firm Mission Benefits is still required to accept paper applications for health insurance and other policies, but once that paperwork is submitted, the small company does what it can to make the process of organizing, processing and sharing information as digital and paperless as possible.
Central to the effort is Citrix ShareFile, which is helping the 10-person company manage in excess of 30,000 files. (The image above is a screenshot of the file-sharing interface on an Apple iPad.) The service is a replacement for the company's previous solution, composed of a server that was administered locally. The migration was important both for scalability and for security. "An efficient process is critical if you want to have something that is scalable" said Matthew Sohn, president and CEO of Mission Benefits.
For Sohn, there are three primary advantages to using ShareFile:
- It helps standardize the "document intake" process. The Mission Benefits has to deal with incoming applications that show up in many different formats, including physical documents, emails, images and facsimiles.
- The company can set access control parameters that allow it to limit who sees which documents and to track who is looking at certain information (and in what stage).
- There's a better backup plan in place than was possible previously. All of the ShareFile information is protected with a separate cloud backup service for redundancy.
ShareFile pricing starts at $29.95 per month for two employee accounts and up to 5 gigabytes of storage; the most popular plan is $59.95 per month and includes up to 10 accounts, 10 gigabytes of storage, and a plug-in for Microsoft Outlook.