Customer Profile

A leading insurance and risk management company serving both corporate and individual clients. With a diverse portfolio covering life, health, property, and commercial insurance, Acclaim operates across multiple regions and departments — each managing high volumes of policy documents, client records, and compliance reports. Efficient document control is critical to maintaining regulatory accuracy and customer trust.

Business Challenge

The customer’s operations relied heavily on manual document management processes — with policy forms, claims, and compliance files scattered across shared drives and emails. This resulted in:

• Manual metadata update resulting in errors and missing information.
• Delays in locating and approving policy documents
• Version control issues leading to data duplication and compliance gaps
• Inefficient collaboration between underwriting, claims, and legal teams
• Limited visibility into document history and approval status
• Increased administrative workload and audit preparation time

The lack of a centralized, automated document management framework impacted both customer service turnaround and regulatory responsiveness.

Why They Chose MPower365

Our client selected MPower365 for its proven expertise in leveraging Microsoft 365 to deliver intelligent, automated document management. The platform’s seamless integration with existing systems, low user learning curve, and focus on compliance made it the ideal choice for modernizing Acclaim’s policy and claims workflows.

Solution

MPower365 implemented a Microsoft 365-based Document Management and Workflow Automation solution that unified Acclaim’s document ecosystem under one governed platform.

Key solution highlights included:

• Central Repository: All policy, claim, and compliance documents stored securely in SharePoint with version control and role-based access.
• Automated Workflows: Power Automate-based routing for document review, approval, and archival — reducing dependency on manual email trails.
• Integrated Collaboration: Microsoft Teams integration enabled cross-department collaboration and real-time updates.
• Metadata & Searchability: Documents tagged with metadata for policy type, client ID, and region — enabling instant retrieval and audit readiness.
• Dashboards & Reporting: Power BI dashboards provided department heads with visibility into approval cycle times, document status, and pending actions.

Outcomes

• Efficiency Gains: Document processing and approval times reduced by 35%.
• Compliance Strengthened: Automated audit trails ensured full traceability for internal and regulatory audits.
• Cost Savings: Administrative workload and manual data entry efforts dropped by 30%.
• Enhanced Collaboration: Centralized, real-time communication improved alignment across departments.
• Data Transparency: Unified dashboards offered leadership a clear view of document status and performance metrics across teams.

Looking Ahead

The customer plans to extend MPower365’s capabilities across its regional branches, integrating AI-driven insights for claims prediction and policy risk analysis. With scalable automation and deeper analytics, Acclaim aims to elevate operational transparency and customer experience across the enterprise.