How Insurance Offices Can Manage Printing and Document Management in a Digital-First World

At Kelley Create, we’ve seen insurance offices buried under more paperwork than a stamp collector’s dream. Policies, claims, endorsements, audits… it can feel like the paper never ends. And if your filing system could talk, it might scream. That’s why printing and document management can’t live in silos anymore.

In 2026, you need more than a filing cabinet with good intentions. You need a connected system: secure cloud storage that actually plays nice with AI workflows, printing that follows the rules instead of wandering off, and automation that saves your team from clicking the same button a hundred times.

Get it right, and document management doesn’t just keep you out of trouble — it makes your office faster, safer, and maybe even a little heroic. Here’s how to get there without losing your mind (or your paperwork).

Why Document Management Isn’t Just “Paperwork Stuff”

Insurance offices handle some of the most sensitive data in any industry: personal identifiers, financial records, medical information, and legal documents. Miss a step, and you’re looking at delays, errors, or worse — compliance headaches.

Common challenges include:

• Missing or duplicate documents (because “I’ll remember where I put it” rarely works)

• Scattered files with inconsistent naming

• Security gaps in printing and scanning

• Manual data entry that eats your team’s day

• Audit exposure that gives everyone nightmares

Modern document management systems (DMS) tackle these challenges by combining secure storage, automation, and print control into one tidy, workflow-friendly package.

The Hybrid Reality: Paper Isn’t Dead

Despite all the talk of going “paperless,” insurance is still very much a hybrid business:

• Clients still mail forms (yes, actual paper)

• Regulators sometimes insist on originals

• Some processes still demand signatures that ink enjoys

The goal isn’t to eliminate paper — it’s to control how it moves through your office. Think of it as herding cats, but the cats are documents, and the herd lives partly on desks and partly in the cloud.

Core Capabilities Every Modern DMS Should Deliver

Every modern document management system starts with a solid foundation, and nothing beats secure cloud storage. Think of it as the safe, reliable vault where all your documents live — accessible to the right people, locked to the wrong ones, and always ready when your workflow calls.

Before we dive into the other bells and whistles, let’s start with the heart of any modern DMS.

1. Secure Cloud-Based Storage

Cloud storage is only as good as the security and compliance measures behind it. Insurance offices must ensure that any cloud-based system complies with current standards such as NIST Cybersecurity Framework, SOC 2 Type II, and HIPAA (when handling health-related information). Strong access controls, encryption in transit and at rest, and multi-factor authentication aren’t optional—they’re essential.

According to the National Institute of Standards and Technology (NIST), organizations that follow established cybersecurity frameworks can reduce breaches, ensure compliance, and build client trust. Additionally, Gartner’s report on cloud security emphasizes that modern insurance organizations should adopt cloud-first strategies while enforcing continuous monitoring and risk management.

Your team needs access to documents from anywhere — office, home, or the coffee shop down the street. Cloud storage makes it possible without risking a security apocalypse. Look for:

• Encryption at rest and in transit

• Role-based access control

• Multi-factor authentication

• Backups and disaster recovery

Cloud storage isn’t just convenient — it’s your digital filing cabinet with a 24/7 security guard.

2. Intelligent Capture & AI Processing

Automation isn’t just a buzzword — it’s a compliance and efficiency booster. Using AI to classify and extract data from claims, applications, and supporting documentation reduces human error and accelerates workflow.

The Insurance Information Institute (III) notes that digital automation is becoming a core differentiator for carriers and agencies seeking faster claims resolution and improved customer satisfaction. Meanwhile, Forrester Research highlights that organizations leveraging intelligent document processing report measurable improvements in processing speed and regulatory compliance.

Scanning documents is so 2015. Today, you need intelligent document processing (IDP) that can:

• Recognize document types automatically

• Extract key data from forms and claims

• Flag errors and inconsistencies

• Route files to the right workflow

High-volume processes like claims intake or new policy onboarding become less of a grind and more of a well-oiled machine.

3. Automated Workflow & Routing

Manual handoffs are productivity kryptonite. Automation can:

• Route documents based on pre-set rules

• Trigger approvals or reviews automatically

• Track status and timestamps

• Keep audit-ready records

It’s like giving your office a superpower: faster, more accurate, less hair-pulling.

4. Version Control & Audit Readiness

Insurance documents change all the time. Version control ensures you never work off last week’s draft. Good DMS features:

• Time-stamped version history

• User activity logs

• Read-only finalized copies

• Easy retrieval for audits

When compliance calls, you want your system to make sense, not excuses.

Print Management is Still a Big Deal

Digital workflows dominate, but printing isn’t going anywhere. And unmanaged printing? That’s a security trap waiting to happen:

• Documents left unattended at the printers

• No tracking of who printed what

• Outdated printers with zero security updates

• Scans bypassing workflow controls

The key: treat printing as a critical part of the document lifecycle, not a neglected sidekick.

Best Practices for Print Management

Printing may feel like an old-school chore in a digital-first office, but uncontrolled printing is a fast track to security headaches. The first step to getting it under control is simple: make sure documents only print in the right hands at the right time.

Enter secure print release — the unsung hero of modern print management.

Secure Print Release
Only print when the authorized user is present — PIN codes, ID badges, or mobile authentication work wonders.

Centralized Print Fleet Management
Track usage, enforce policies, and update devices centrally. Less chaos, fewer “where did that form go?” moments.

Integrated Scan-to-Workflow
Scanned documents should flow directly into your DMS with proper metadata and automatic classification. No rogue PDFs wandering in email inboxes.

Security & Compliance (No Shortcuts)

Insurance offices face strict regulations and increasing client expectations. Modern systems must cover:

• Zero-Trust access

• Encryption for all documents

• Secure network and cloud printing

• Retention policies with defensible deletion

• Full audit logging

If printing or scanning is the weak link, your system isn’t secure — it’s Swiss cheese.

Remote and Hybrid Teams

Modern insurance workforces aren’t always in the office. The right document strategy enables:

• Secure browser-based access

• Mobile capture

• Remote printing under control

• Collaboration without chaos

Flexibility without losing your mind — or your compliance.

Cost Control (Visibility Beats Guesswork)

Unmanaged documents quietly drain budgets:

• Too much printing

• Duplicate work

• Manual processing

• Compliance rework

A unified strategy provides:

• Usage reporting

• Reduced print waste

• Faster document retrieval

• Lower risk exposure

Savings come from control, not chaos.

Choosing the Right System

When evaluating solutions, look for:

• Industry experience

• Security and compliance baked in

• Cloud-first architecture

• Workflow automation

• Ongoing support

Technology alone isn’t enough — you need a system that works for humans, not just IT.

Final Thoughts

Get document management right, and your office becomes:

• Faster at claims and policy processing

• Safer with confidential information

• More efficient in audits and compliance

• Less expensive to run

In 2026, insurance offices that treat printing and document management as strategic, connected systems win. Those that don’t? They’re still chasing stacks of paper.