T-Files

How to Transactional File in WinAA

Transactional Filing or T-Filing is a method of filing all agency documents and paper work in a date file instead of a traditional single file folder for each customer. To begin, Take a traditional file folder and on the Tab put today’s date in Large Black Letters. Only one person can T-file at a time to keep all the paperwork in sequence of entry because at the end of the day you will print a T-File listing of today’s entries and it will help you locate the document that you need to retrieve.

From the main menu select Document Management then select T-File Entry.

  1.  Select the customer to make a transactional file entry
    • There are several methods to finding a customer, one is start typing the name and names will appear in this field until you type enough of the name to find your exact customer. A common name like Smith or Hernandez will require more letters to find the exact customer.
    • The second method is to click on the drop down arrow at the end of this field and scroll until you find your customer.
    • Another shortcut is to type smith, then click on the drop down arrow and start to scroll from the first Smith.

2.   Next click on the policy number field and select the corresponding policy number.
3.   Next tab or click on the Description field and enter a good description of the item. It is best to expand your description for faster retrieval later when you search for the document. If all Declaration Pages are listed as: “Dec Page,” then locating a specific Dec page for the deletion of a vehicle would require looking at several Dec pages until you locate the correct one. Good description would be: Original Dec Page, or Endorsement to trade vehicles from 89 Chevrolet to 94 Ford P/U.

  •  The use of a standard abbreviation will assist the entry personnel and shorten the description line to fit in the one line space that can be viewed on the customer page. Such as: Original Dec, End Dec to add 89 Ford, or Orig App/DL/MVR/
  • After you complete the Description, use the Tab and your selection list of customers will reappear for the next entry.

When you have finished T-Filing for the day (you can start and stop as many times as necessary, and give the daily file to another person to enter T-files, but only one person at a time to keep all the day’s entries in order) Print the T-File listing for that day.

  1.  Select T-File Listing on the menu.

  1. Today’s date will be defaulted, change if you need to reprint a prior day’s entry.
  2. Click on Generate Report to print out your T-File list of document for the day.
  3. Staple this list in the front of the T-File folder for today, to assist in retrieval at a later time.
  4. When you go to a customers folder and look on the history screen or the T-file Tab for just T-file entries, you are looking for the description of the document that you want to retrieve and make a copy. Once you find the correct document, note the date of the T-file.
  5. Go to the filing area for T-files and look for that date on the T-file folders.
  6. Take that folder out and open it to the inside front cover where the listing is stapled.
  7. Go down the listing until you locate your customer and the specific document that your need.
  8. Flip through the documents based on the size of the total file and the approx location of the document. If it is about ¾ the way down the list, look at documents ¾ the way down the stack. Find the first name that you find on the listing and determine how far you are from your document, flip a few more pages and you will find your document.
  9. We recommend that you immediately copy this document and replace it in the file folder, so that the integrity of the file will stay in tack.
  10. Replace the T-File in it original location by date.

 

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