Wim Baert

Callant Verzekeringen & Financieel Advies provides professional advice to private individuals and companies.

Callant Verzekeringen & Financieel Advies receives more than twenty thousand documents a month by post and email. They include policy and claim documents, but also a great deal of customer correspondence and various administrative documents. The administrators monitor the documents and emails using the task management component of Portima’s Brio software. Callant uses the Arco inbox to improve the preparatory part of the document inflow.

Fully automated concept

The Arco Inbox automatically reads customer emails and their attachments without the employees having to check the mailboxes. The incoming email is scanned and emails and attachments are automatically indexed (customer, policy and/or claim number and type of document). This automatic indexing ensures that the documents appear in the correct Brio task lists to be followed up by the right administrator, clearly indicating the type of document and time of receipt.

Efficiency x Coordination x Sustainability

A working method that offers numerous advantages in terms of efficiency, coordination and sustainability:

• no more manually checking emails
• no more processing or linking email attachments manually
• automatic document indexation
• automatic forwarding to the correct administrator
• greatly reduced processing time
• priority given to urgent documents (e.g. applications for new vehicle registration).
• permanent statistical overview of the number of pending documents by type, category or administrator, including the number of pending documents
• all documents linked to Brio (Portima) in the digital archive and easily retrievable
• no more paper storage

Finally, the algorithms for correcting documents gradually improve. This ensures that even more specific document types are automatically recognised.