Policy Documents for General Insurance Agencies
Insurance paperwork is requested at awkward moments, such as a traffic stop or a hospital desk. This module stores each paper against the client and the policy, so staff can send it quickly.
What is stored and where
A file attaches to a client, to a policy or to a claim. The same scan is not kept in three folders.
Finding and sending a paper
Staff search by client, vehicle number or policy number and open the file. They do not browse folders on a shared drive or scroll back through a phone to find a scan that arrived last year. A copy can be sent to the client by WhatsApp or email from the same screen. Each send is logged. That is the proof. A client who calls from a hospital gets the health card within a minute of asking, provided it was scanned in.
Who sees what
Identity papers and health documents are sensitive. The agency decides which roles open them. Claims staff may see claim files, and sales staff may see only the policy copy. Changes to a document, such as a replaced scan, are recorded with the date.
What it does not do
It stores and sends files. It does not read them or check them for correctness. How long papers are kept is for the agency to decide with its advisor. So is the question of what KYC papers may be shared with an insurer.
Frequently asked questions
Can old paper files be scanned in?
Yes. Scans are attached to the right client or policy, and the work of bulk scanning and naming is scoped with you.
How are files kept safe?
GullySystem hosts the system, and access depends on each person’s role. Hosting and backup arrangements are written into the proposal.
Can a client receive a policy copy on WhatsApp?
Yes, once the agency’s WhatsApp account is connected. The copy goes as a message, and the send is logged.
Are there limits on file size?
Normal scans and phone photos are fine. Any limit on large files is stated during scoping.
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