Every claim document,
filed under policy and claim number

High-performing insurance brokerages and third-party administrators (TPAs) organize documentation by policyholder and policy number at the top level, followed by specific claim occurrence folders. This ensures policy endorsement history and past loss runs remain accessible during open claims.

Inside each claim occurrence folder, establish four standardized buckets: 01_Intake_FNOL (First Notice of Loss, police report, claimant statement), 02_Estimates_Appraisals (repair bids, photos, supplements), 03_Medical_Records (bills, charts, IME reports), and 04_Settlement_Closing (proof of loss, release agreement, payment copy).

When claim documents arrive as email attachments or mobile uploads, extracting consistent identifiers is essential for linking files to claims management software (CMS).

Key metadata extracted from every file includes: Policy Number, Claim Reference ID, Date of Loss, Named Insured, Claimant Name, and Document Classification (Estimate, Invoice, Photo, Legal, Police Report).

Claimants and vehicle owners rarely take the time to name photo attachments before emailing them to adjusters. A single collision claim might generate twenty photos named IMG_001.jpg through IMG_020.jpg.

Filex identifies damage photos, groups them alongside the repair estimate, and standardizes file names with the vehicle area or property section shown, preserving original timestamp metadata for audit trails.