How our services enabled of the largest insurance brokers in the world move offices. .

How document scanning allowed the client to consolidate documentation from 5 insurance companies.

About the client

The client is one of the largest insurance brokers in the world operating in over 125 countries. Specialising in managing risk, the client devises insurance solutions across a variety of industries including: sport, events, entertainment and many more. 

What they wanted

Due to the fast-paced growth and expansion of the company, the client was looking to consolidate the offices of 5 major insurance companies in central London into a new all-purpose office complex. The client wanted to remove all 3.1 kilometres of client files from their offices. The removal of the files had to be completed with minimal impact to the client’s day to day business operations. Following removal, the files were to be digitised and stored electronically in a cloud based system to allow the clients employees instant access to the information. 

What we did

Storetec’s logistics team completed over 50 collections following consultation with the client to ensure the safe transfer of their files to Storetec’s production centre.

After drawing up a priority plan for the digitisation of the files, Storetec commenced scanning operations. With such a substantial archive, Storetec was able to offer the client a scan on demand service for urgent access to the files, many of which had to be accessed on a daily basis.

Following the scanning and indexing of the insurance records, the digital images were uploaded to Storetec’s secure, cloud-based, document management system, FreeDocs. Training was provided to the client’s employees to ensure easy adoption of the new system.

Regular on-going collections will take place from the new office complex to ensure that the ‘paper problem’ doesn’t reoccur. 

What the client said

Credit to Storetec’s efficiency in completing the project, the client has recommended our service to other insurance brokers who have sourced their scanning needs through us.

“The challenges of consolidating offices into a central workplace are numerous. A big issue for us was the amount of client documents that were held in the old offices. Storetec surveyed the offices and designed a project plan which allowed us to work around the documents being removed. The scanning is now complete, and we are using the Cloud system, FreeDocs, to access our files. The space alone we saved is staggering and the time the staff now spend on finding information has greatly reduced. Storetec collect every fortnight to remove new documents as I can’t see us ever becoming paperless. Great service.”

Head of Facilities.