[AIIM17] Content Solutions — How to Transform Your Business Without Replacing Your Core Management System - Brian Gray

Transforming Your Business While Maintaining Core Systems

Brian D. GrayChief Information Officer

Baldwin & LyonsSpecializes in marketing and underwriting insurance for the transportation industry. Backed by our successful history and financial strength, we offer diverse, innovative products in the property and casualty insurance market.

Since our founding in 1930, we have developed our legacy of stability, experience and commitment to innovation. We are dedicated to excellence in all that we do and provide unparalleled service to our customers.

Headquartered in Carmel, Indiana a northern suburb of Indianapolis.

Imaging Replacement v1.0

• A brief history– Technology refresh– Oracle Imaging end-of-life– Selected Epheshoft and Alfresco– Outsourced management &

implementation– IT centric initiative


• The results– 90% custom solution– Poor image migration performance– Low business adoption– Delivery schedule delayed by 10

months– Initiated Imaging Replacement v2.0

Q1 2014 Health Check

Q2 2014 Image Migration

POC

Q3 2014 Business Process

Assessment

Q4 2014 Begin Claims

Implementation

Q4 2015 Completed

Claims Implementation

Q4 2015 Begin

Underwriting and Accounting

Implementation

Q4 2016 Complete


Implementations

Transformation Engagement

Image Migration POC• The problem:

– Custom solution with horrible performance

– 1 page every 3 seconds• 180,000,000 seconds • 50,000 hours• 2,083 days• 5.7 years

• The solution:– ECM consulting– Migration technology– Imaging SME– 99 pages every 3 seconds

• 10,000,000 pages migrated in 7 days

• Executed during non-business hours

• ~42 days to convert 60,000,000 pages

Image Migration POC

Image Migration POC

Initial Vendor

Second Vendor

0 500 1,000 1,500 2,000 2,500

Days to Convert 60 Million Pages



POC


Assessment


Implementation

Q4 2015 Completed


Q4 2015 Begin


Implementation

Q4 2016 Complete


Implementations



• The vision– Engage the business– Leverage open standards and

protocols– Alfresco as the single system of

record– Streamline business process– Technical knowledge transfer– Embrace CHANGE


• The results– Business ownership/executive

support– CMIS adoption– Alfresco is system of record– Re-engineered business processes– Internal resources trained and

productive– Change is a way of life

Mailroom ModernizationProcess previously took 12-24 hours

Mail delivered to mailroom

Mail sorted Mail delivered to departments

Mail sorted bydepartments

Coversheets inserted

Printed Printed copy used Digital copy stored in database

Printed copy scanned back into database

Mailroom ModernizationProcess now takes 15 minutes

Mail delivered to mailroom

Mail sorted Mail scanned Saved into Alfresco

Delivered to desktop

http://info.aiim.org/2017-state-of-information-management




POC


Assessment


Implementation

Q4 2015 Completed


Q4 2015 Began


Implementation

Q4 2016 Completed


Implementations


• The future– All content in Alfresco– Expanded workflow– Electronic policy document

delivery to customers and partners

– Automated content retention– Enterprise Records

Management

Questions?