Document Management
Every document your agency touches — dec pages, ACORD forms, loss runs, applications, endorsements — automatically organized, indexed, and linked to the right client and policy. Powered by ARIA Decoder.
A single commercial policy generates dozens of files over its lifecycle: the application, supplemental questionnaires, the quote proposal, the binder, the declaration page, endorsements, audit worksheets, certificates of insurance, and renewal notices. Multiply that by hundreds of active policies, and an agency is managing tens of thousands of documents at any given time. In most agencies, those documents live in a chaotic mix of shared network drives, email attachments, carrier portals, and filing cabinets.
The consequences are real and expensive. A CSR spends 10 minutes searching for a dec page. A producer cannot find the loss runs they downloaded yesterday. An agency principal discovers during an E&O audit that a signed application was never filed at all. These are daily occurrences in agencies that rely on manual document handling.
PrizMova's insurance document management system replaces that chaos with AI-powered automation. Every document that enters the system is automatically classified, indexed, and linked to the correct client and policy record. No manual filing. No naming conventions to remember. No folder hierarchies to navigate.
The centerpiece of PrizMova's document management is ARIA Decoder, a purpose-built AI engine trained specifically on insurance documents. When a PDF enters the system, ARIA Decoder reads it, identifies the document type (declaration page, loss run, ACORD form, endorsement, certificate, invoice), extracts structured data, and writes that data directly into the relevant fields in PrizMova.
Upload a declaration page, and ARIA Decoder extracts the named insured, policy number, effective and expiration dates, carrier, coverage lines, limits, deductibles, and premium amounts — populating the policy record automatically. Upload a loss run, and it pulls claim dates, descriptions, paid amounts, reserved amounts, and status for each loss. Upload an ACORD 125, and the engine maps every field to PrizMova's client and submission records. No manual data entry required.
This is not generic OCR. ARIA Decoder understands insurance document layouts. It knows that the number in the upper-right corner of a dec page is the policy number, not a phone number. It handles the variations between carriers — because a Travelers dec page looks nothing like a Hartford dec page — without configuration from your team. The model has been trained on hundreds of thousands of real insurance documents across every major carrier and line of business.
ARIA Decoder does not just extract data — it uses that data to determine where the document belongs. By matching extracted policy numbers, insured names, and carrier details against your existing records, PrizMova automatically links incoming documents to the correct client profile and policy. If a document references a policy that does not exist yet, PrizMova flags it for review rather than orphaning it. No manual drag-and-drop into folders. No misfiled documents discovered months later.
Every document in PrizMova is fully indexed for text search. Need to find every document that mentions a specific address, a particular coverage endorsement, or a claim number? Type it into the search bar and get results in milliseconds. Search works across all document types — PDFs, Word files, scanned images with OCR, emails, and attachments. You can filter results by document type, date range, client, policy, or carrier to narrow your results instantly.
Insurance documents change. A policy endorsement replaces a previous version. An application gets updated after underwriting questions come back. PrizMova maintains a complete version history for every document. When a new version is uploaded or generated, the previous version is preserved and accessible through a version timeline. You always know which version is current, who uploaded each version, and when. There is no risk of accidentally working from an outdated dec page or an old quote.
ACORD forms are the lingua franca of insurance, but they are tedious to process manually. A commercial application (ACORD 125/126) can exceed 10 pages. A certificate of insurance (ACORD 25) needs to be verified against actual policy terms. PrizMova handles ACORD forms natively. ARIA Decoder is trained on every major ACORD form type — the 25 (certificate of liability), 125 (commercial application), 126 (GL section), 130 (workers compensation), 140 (property section), and more. Every field is extracted and mapped to the appropriate record. Need to issue a certificate? PrizMova generates a compliant ACORD 25 directly from policy data, pre-filled and ready to send.
Declaration page parsing goes even deeper. ARIA Decoder uses carrier-specific models that understand each insurer's unique layout. It correctly identifies coverage lines, sub-limits, aggregate limits, per-occurrence limits, deductible structures, additional insureds, and premium breakdowns — even on multi-page dec packages bundling several coverage parts into one PDF. The extracted data populates PrizMova's policy records, eliminating hours of manual data entry after receiving new or renewal policies.
Loss runs are critical for remarketing, renewal negotiations, and risk assessment — but they arrive in wildly inconsistent formats. Every carrier structures their loss run reports differently, and many are delivered as scanned PDFs with no machine-readable text. ARIA Decoder processes loss runs automatically. Upload a loss run from any carrier, and the AI extracts each claim record: date of loss, claim number, claimant name, description, status, paid amounts, reserved amounts, and total incurred. The data is structured and attached to the client's claims history in PrizMova. The system normalizes data across carriers, so a five-year loss history spanning three different insurers appears in a single, consistent format — ready for a producer to include in a new submission.
PrizMova's template engine lets you build reusable documents — coverage summaries, proposal letters, broker-of-record letters, surplus lines disclosures — and generate them on demand, pre-filled with client and policy data. Select a template, choose the client, and every merge field populates automatically. When you need to share documents externally, PrizMova provides secure sharing links with configurable permissions: expiration dates, authentication requirements, and download restrictions. Every access event is logged in the audit trail, and revoking access takes a single click.
Legacy AMS platforms treat documents as dumb files. You upload a PDF, put it in a folder, and give it a name. Finding it later requires remembering the name or the date — and hoping whoever filed it followed the naming convention. There is no data extraction, no auto-linking, and no intelligence.
PrizMova treats every document as structured data. A dec page is not just a file — it is a source of policy data that updates records automatically. A loss run is not just a PDF — it is a claims history that feeds into risk profiles. An ACORD form is not paper to read — it is an input that populates fields across your AMS without human intervention.
Agencies using PrizMova's insurance document management report reducing document processing time by 80%. CSRs spend minutes per day on filing instead of hours. Producers find documents in seconds. And every file is filed correctly, searchable instantly, and backed by a complete audit trail.
Related Features
Send any document for signature without leaving PrizMova. Signed copies auto-attach to the policy record with full audit trails — no third-party subscription required.
ARIA Decoder is the AI engine behind document classification, data extraction, and auto-linking. It powers every intelligent document workflow in PrizMova.
Every document auto-links to the Client 360 profile, giving your team instant access to every file associated with a client — no folder navigation required.