Mayfair Insurance Transforms Document Management with DocuWare Cloud
Company Size
11-200
Region
- Africa
Country
- Kenya
Product
- DocuWare Cloud
Tech Stack
- Cloud Computing
Implementation Scale
- Enterprise-wide Deployment
Impact Metrics
- Customer Satisfaction
- Digital Expertise
- Productivity Improvements
Technology Category
- Infrastructure as a Service (IaaS) - Cloud Computing
Applicable Industries
- Finance & Insurance
Applicable Functions
- Business Operation
Use Cases
- Fraud Detection
- Regulatory Compliance Monitoring
Services
- Cloud Planning, Design & Implementation Services
About The Customer
Mayfair Insurance, based in Kenya, offers a wide range of insurance services. These services range from personal and property insurance, such as policies for liability, accident, auto, or household contents, to corporate solutions, such as for the construction industry or product liability. In addition to Kenya, the company operates in five other markets: Uganda, Tanzania, Rwanda, Zambia, and Congo. The company employs more than 100 employees, all of whom are supported by their electronic document management solution.
The Challenge
Before the introduction of DocuWare, Mayfair Insurance was burdened with mountains of paper files. A folder was created for each policyholder, containing policy, customer documents, records about insured objects and benefits, and numerous documents relating to claims settlement like assessors’ reports. Over the years, thousands of documents had accumulated. Security concerns were also a crucial consideration for their digital transformation. The company recognized the risk of restricted access to paper documents in case of emergencies like water or fire damage. Therefore, the management decided to introduce a digital Document Management System (DMS) immediately.
The Solution
Mayfair Insurance decided to introduce DocuWare, a digital Document Management System (DMS). The system was first launched in the Claims Department. Customers continue to submit their documents in various forms, including paper documents, email, and even messages from WhatsApp. However, nothing has to be printed or copied anymore. Employees immediately transfer all documents to their digital archive, either by drag & drop or via simple scan functions. DocuWare then automatically indexes the documents based on their content. Even forms that employees create in their ICON ERP system are automatically and digitally transferred to the DMS. Various workflows then distribute the documents to respective employees according to responsibility. Digital stamps, which also document the time of processing, are used to check claims and release them for settlement. Even the claims settlement itself is precisely documented in the DMS by adding the corresponding payment documents. DocuWare was gradually extended to other areas, such as Underwriting and for the processing of incoming invoices in the Accounting Department.
Operational Impact
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