Insurance Document Management and Storage

Using off site document storage for Insurance companies to align disaster recovery strategies.

Insurance, by its nature often involves lengthy and complex application processes, so a lot of documentation is created and required to be stored for compliance and practicality. Whilst digital transformation has made inroads into the paper-based formats, some documents (e.g. originals featuring signatures) need to be retained. And what about the ever-growing archive of customer information that needs to retained in the case of claims, or queries.

Space constraints in insurance offices, as well as the need to retrieve that paper-based information can be handled better and more cost effectively by outsourcing storage and retrieval service to a third party.

Add to this the issue of disaster recovery planning and compliance, moving relevant volumes to an offsite facility (with relevant retrieval options) is a sensible strategy.

There is of course the issue of preparing archives for transport to the off-site facility, but after that ongoing costs and time related issues are low. An off-site storage facility will normally charge a monthly fee for each stored box, plus the cost for retrieval and return of stored boxes. Services will include:

  • Secure Storage of boxes of your documents: In security camera guarded, atmosphere-controlled storage facilities, with boxes of documents palletised and shrink wrapped to protect from environmental damage.
  • Optional Retrieval services for documents: Based on box number, documents can be retrieved when required, and delivered back to client premises using secure courier services.
    For clients who can provide box content details, a file retrieve and scan option, with secure email, is an option, to avoid the cost, time delays, and carbon footprint related to transport.
  • Shredding of stored information: If identified by client, at entry to the storage facility, boxes of files can be allocated for secure destruction using our on site confidential shredding facilty,

Other advantages of off-site physical document storage include:

  • Original physical documents, maybe historically significant or have legal importance. This is particularly crucial for documents that are old or irreplaceable.

Insurance companies typically store a wide variety of physical documents with the IPC Group as part of their operations, compliance, and customer service such as:-

  • Policy Documents: Detailed documents outlining the terms, conditions, and coverage of insurance policies. These include policies for health, life, auto, home, and business insurance.

  • Claim Forms: Forms submitted by policyholders or beneficiaries to file a claim against an insurance policy. These forms include details about the claim, such as the event leading to the claim, the amount claimed, and supporting evidence.

  • Supporting Evidence for Claims: This includes any documentation that supports the claims made by policyholders. It can include medical reports, police reports, repair estimates, photographs of damage, and more.

  • Correspondence: Letters, emails, and notices between the insurance company and its policyholders, claimants, regulators, and other stakeholders. This includes notifications of policy changes, premium notices, and claim status updates.

  • Financial Records: These include premium payments records, claims payments, accounting records, and bank statements related to the financial transactions of the insurance company.

  • Regulatory Compliance Documents: Documentation that demonstrates compliance with local, state, and federal insurance regulations. This can include audits, inspection reports, licenses, and compliance reports.

  • Underwriting Documents: Information collected during the underwriting process, such as applications for insurance, risk assessments, and background checks.

  • Legal Documents: Contracts, agreements, settlements, and other legal documents related to the operation of the insurance company, including contracts with service providers and agreements with reinsurers.

  • Training and Internal Policies: Documents related to the training of insurance company staff, internal policies and procedures, and employee records.

  • Marketing and Research Documents: Market research, advertising campaigns, and policyholder feedback surveys that help in tailoring insurance products and services.


If you would like further details on The IPC Group’s document storage services, please click here or call us on 08081 45 46 47.