Document Management for the Insurance Industry

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Improving Document & Claims Management for the Insurance Industry

Insurance agents have to manage a significant amount of paperwork every day. Insurance claims, new applications, and documentation for the multitude of insurance policies available can make managing the paperwork a challenge. That’s where insurance document scanning and management services can help!


Electronic document management can automate your processes, optimize workflow, reduce expenses, and improve the way you interact with your clients with the right program for your needs. With automation, insurers improve accuracy and eliminate human error. Record Nations has experts in your area who specialize in providing services to the insurance industry. From claims to new applications, we can help your office go paperless and eliminate the headaches of paper documents forever.

Service Options for Insurance Agencies

Document Scanning Services


With digital documents, insurance companies can optimize their processes, substantially lower expenses related to physical storage, and speed up the retrieval of information. The capacity to effortlessly retrieve, search, and exchange digitized documents fosters teamwork, quickens the handling of claims, and ultimately, enhances customer satisfaction. In an ever more digital environment, insurance experts can adeptly navigate their responsibilities with enhanced flexibility.

Document Storage Services


Insurers must pay close attention to their document management process to maintain compliance and properly manage contracts, accounting files, legal filings, and personnel files. An effective document management system (DMS) protects your company with data organization, transaction records, and increased productivity. You will be able to search and edit any document quickly and easily in a DMS as well as increase data security.

Document Destruction Services


To protect your business and client data after you have scanned your files, you can have the documents securely shredded. We have mobile shredding options where you can even watch the shredding to ensure complete destruction and compliance. We also offer off-site shredding where your documents will be picked up and shredded at a secure facility. To protect your data even further, we can also destroy your hard drives when you plan on upgrading your technology.

Hard Drive Destruction

Protect your insurance firm’s sensitive data with professional hard drive destruction services. Record Nations connects you with trusted providers who ensure thorough and secure destruction, preventing data breaches and ensuring compliance with industry regulations.

Electronics Destruction

Ensure the security of your insurance firm’s sensitive data with professional electronic destruction services. Record Nations connects you with trusted providers who guarantee thorough and secure destruction, preventing data breaches and ensuring regulatory compliance.

Which Service is Right For You?

Use our FREE Records Wizard to find the right document scanning or records storage service for your project.

Why Choose Record Nations

Fast Turnaround

Get matched to a partner in 3-5 minutes. They will work with you to get a quote based on your specifications.

Nationwide Coverage

We have partners all over the United States and Canada.

Partnered with the Best

We are partnered with hundreds of partners nationwide providing you with the best, secure options in your area.

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.

How Much Does Insurance Storage and Scanning Cost?

Professional insurance record scanning services can range from 7-12 cents per page depending on where you’re located, how many records you have, which company you select for your project, and other factors. You can find out more about estimating your document volume and pricing here. Our team will be sure to offer you all the information available to ensure you get the service you need. Be sure to ask for a customized quote from multiple insurance record scanning companies for your project.

The quote on a scanning project is determined by several things:

  • Specialized Scanning (OCR, redaction, indexed, non-indexed, etc)
  • Timeframe of the Project
  • Number of Pages and if They’re Double-Sided
  • Electronic Systems Already in Place Within Your Organization

Insurance Document Management with Record Nations

How Insurance Document Scanning Works

1. Prepare your documents to be scanned by placing documents and files into labeled boxes to be transported for scanning.

2. Contact Record Nations at (866) 385-3706 or fill out the form to receive free quotes from providers in your area. Choose the provider that best fits your needs and budget.

3. The scanner takes the records and transports them securely to a facility to begin the conversion process. However, if you need to conduct the process on-site, they instead take their scanners to your location.

4. Experts then scan and convert your documents to a digital format, ensuring accuracy every step of the way.

5. Records are converted into desired formats and stored on a document management system of your choosing.

6. Physical files are either returned to the office or are sent to an offsite storage unit until the retention period expires.

Benefits of Document Scanning and Management for Insurance

Enhanced Data Security

Document scanning and management systems provide advanced security features, such as encryption and access controls, to safeguard sensitive insurance documents from unauthorized access and potential breaches.

Increased Efficiency

Digitizing documents allows for quick and easy retrieval, reducing the time spent on manual searches and administrative tasks, and enabling insurance professionals to focus on core business activities

Cost Reduction

Minimizing the need for physical storage and paper usage leads to significant cost savings on storage space, printing, and administrative expenses

Regulatory Compliance

Document management systems help maintain organized, accurate, and easily accessible records, ensuring compliance with industry regulations and facilitating audits and inspections

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.

See What Our Customers Are Saying

Hicksville, NY
"The quick response and amount of information was impressive. I would highly recommend using Record Nations to find the right company for your needs"
Santa Barbara, CA
"Cindy is great! She helped us find the right company to help us with our big project. She was informative and very professional."

Insurance Document Management FAQs

What data privacy laws apply to the insurance industry?


1. The Identity Theft Penalty Enhancement Act modifies the Federal criminal statute to institute consequences for heightened identity theft involving the misuse of personal information. Those apprehended and found guilty of identity theft will face imprisonment ranging from 2 to 5 years.


2. The Red Flag Rules mandate that both dealerships and financial institutions develop a documented program for thwarting, identifying, and alleviating identity theft. The goal of the Federal Trade Commission is to foster a program that empowers businesses to identify questionable trends and avert the financial repercussions of identity theft.


3. HIPAA was implemented to safeguard the permissible usage and disclosure of patients’ health information. It oversees the confidentiality of Protected Health Information (PHI) as well as the secure obliteration of both physical and digital records. Any violations of these regulations may result in penalties, potentially as high as $1.5 million.

What types of insurance documents should I scan?



Our service providers are equipped to handle any kind of insurance document. Some examples include: customer applications, policy documents, endorsements and amendments, client correspondence, claims documentation, underwriting information, premium payment records, renewal notices, insurance certifications, and more.

How much does it cost to scan my insurance documents?



On average, it costs 7-12 cents per page. However, the price will depend on the types of documents you have, how many documents, the complexity, and any other special requests. You will get accurate price quotes on your project when you contact us with the details.

How much does off-site storage cost?



Typically, records storage costs anywhere from 50-95 cents per box per month. However, the price will depend on the number of boxes you have, any prep work, indexing, additional security measures, retrieval options, and any more special requests.

What is the turnaround time on a project?



The timeline of your project will depend on what service(s) you need, the size of your project, the complexity, and any other special requests you need. Your service provider will give you a timeline when you contact us with the details of your project.

How does Record Nations ensure the security of my insurance documents?



Our service providers meet or exceed all state and federal regulations regarding data privacy. In addition, their off-site facilities will keep your insurance documents safe with fire-suppressant systems, climate controls, access controls, 24/7 security, and more. If you scan your documents, our DMS options come with encryption, access controls, version controls, redaction, and more.

Can I edit the insurance documents I scan?



When you scan with OCR technology, you can easily search for, edit, and share any documents you scan into your system.

How do I need to prepare my documents for scanning?



Generally, you should organize your documents in the way you want to index them in your digital storage system. They should be free of any damage, and you should remove staples, paper clips, or other bindings so the scanning process can run efficiently and smoothly.

How should I prepare my insurance documents for off-site storage?


1. Sort and Organize: Before storing your documents off-site, sort them into categories based on their type, date, or other relevant criteria. Organizing your documents beforehand will make it easier to access them later.


2. Remove Unnecessary Items: Take this opportunity to purge any records that are no longer needed or relevant. Dispose of outdated documents following your organization’s document retention policies and regulations.


3. Boxing: Place the sorted documents into sturdy, archival-quality boxes or containers. Use appropriate-sized boxes to prevent overfilling and potential damage.


4. Labeling: Clearly label each box with information such as the contents, date range, and any other relevant identifiers. This will make it easier to locate specific records when needed.


5. Inventory: Create a detailed inventory list of all the boxes or containers being sent to off-site storage. Include box numbers, contents, and any other relevant information to track your documents.


6. Protective Measures: Consider using archival-quality folders, sleeves, or envelopes to protect individual documents within the boxes. This can help prevent damage from handling, moisture, or environmental factors.

Contact us for a free quote today!

Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.