Protective Insurance
Insurer migrates millions of documents.
The customer
Protective Insurance specializes in marketing and underwriting insurance for the transportation industry. Through its many property and casualty insurance companies and brokerage firms, the company accepts risks covering more than a dozen different specialty products and services and provides brokerage services for all kinds of risk.
The challenge
Protective Insurance handles millions of documents in its policy, billing and claims departments. The company needed a new system for document capture and imaging and a seamless way to migrate all of its content into a single core application that was both easy to use and collaborative.
Protective Insurance’s imaging platform had been acquired and discontinued by Oracle, which did not have a migration path for the company to transfer content to a new product.
The solution
After evaluating several solutions, Protective Insurance chose Hyland's Alfresco platform as its new enterprise content management platform. The company partnered with Colorado-based Zia Consulting to help migrate all content from Oracle to the Alfresco platform.
Zia then spent the next 30 days learning the business of Protective Insurance both remotely and onsite. It also spent time talking to internal users of the platform about their content management needs.
Ryan McVeigh, VP of ECM Solutions and Sales at Zia, said, “Through our Initial Consulting Engagement (ICE), we delved into how their daily operations worked so that we could create a customized solution. Because of our ability to understand how the system needed to work, we were able to increase user adoption making the whole solution function properly and give them great results.”
The difference
Today, Protective Insurance is migrating its claims library to Alfresco platform. The migration process has also begun for the company’s other primary lines of business with Alfresco platform as the single system of record.
“All other systems point to Alfresco, which enables people to work in their native environments while leveraging the backend technology and benefits of the platform,” Gray said. “The vision and key to our success is engaging our business users.”
New claims material is added using OPEX scanners right in the mailroom. This enables operational efficiency gains and directly connects the mailroom processes with the backend system of record, Alfresco platform.
From a technical perspective, the company wants to leverage open standards so that it's not boxed into a customized solution. They plan to implement a “front-end data capture” process to reduce the some 300,000 printed materials generated by the claims department each week.
Once content has been migrated from the company’s business departments, the next step is centralizing content in various SharePoint sites and shared folders into Alfresco platform and expanding internal workflows to include tracking and records management.