Case Study 2
Eliminating Compliance Risk Across 200+ Legal Forms
Insurance is, at its core, a document business. Policies, endorsements, declarations, notices — every transaction leaves a paper trail, and for a carrier, that trail is also a legal record. For one regional carrier managing over 200 distinct legal forms, the trail had become a liability.
Documents were being authored across multiple systems with inconsistent templates. Archival into OnBase was a manual step — which meant it was also an optional one in practice. Forms were being filed late, filed incorrectly, or in some cases not filed at all. In a regulatory audit, any one of those gaps could become a serious exposure.
The compliance team knew the risk. They had been raising it for two years. The problem was not awareness — it was that no one had found a way to fix the process without rebuilding it entirely.
SmartComm was established as the single authoring environment for all legal documents. Every form, regardless of line of business or state jurisdiction, was templated within SmartComm and driven by XML data mapping from the policy system.
When a document was generated, it was automatically routed to OnBase for archival without any manual intervention in the chain.
The critical design decision was to make archival a consequence of document generation, not a separate step. There was no longer a moment where a human could forget to file something. The document existed in OnBase the instant it existed at all.
SmartComm | OnBase (ImageRight) | XML Data Mapping
Archival of all 200+ legal forms became 100% automated from day one of go-live. The compliance team's exposure from manual filing gaps was eliminated entirely. Document retrieval times for audit and claims purposes dropped from hours to seconds.
At the next regulatory examination, the examiner noted the carrier's document management as one of the cleaner implementations reviewed that year.
The forms were never the problem. The gap between generating them and storing them was.
