Fixing the paper problem at Liberty Mutual Investments – CIO Dive

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Dive Brief:

  • Liberty Mutual Investments (LMI) had a paper problem. The asset management branch of the Liberty Mutual Insurance Group brings in documents to manage pricing, funds and assets. Relying on the 2010 version of SharePoint document management system left departments siloed and unable to efficiently collaborate, Steve Roberts, principal technical engineer at LMI, told CIO Dive.

  • LMI began work toward the end of 2017, early 2018 to modernize its “static” SharePoint farm to the 2016 version, which allowed to company to shift from heavy reliance on paper. While preparing for an upgrade, Liberty Mutual decided to revamp the design altogether and modernize internal processes. The goal was to automate workflows and create a place for collaboration.

  • Any time an organization creates reliance on a tool, adoption hurdles persist. At LMI, stakeholders had to promote business user interest and illustrate the value added from the collaborative spaces created by the Nintex for Sharepoint platform.

Dive Insight:

Ending reliance on paper is a simple, tangible point of success in a transition to more digital systems. World Fuel Services looked toward a digital migration from paper invoices as a mark of success.

It highlights a company successfully rethinking how work is done in favor of more efficient processes.

Pricing and trading files have to go through multiple approval processes at LMI. Many approvals are multitiered. In a digital space, a file goes from one person to the next and each user receives a notification when a pending approval is required.

Tools allowed “tedious” paperwork to become something more agile, Roberts said.

Prior to the migration to SharePoint 2016, the company did not do a good job promoting the document management tool as a collaborative workspace for employees. LMI educated users on how simple documents sharing and the approval process could simplify daily operations and create a digital repository for documents.

Time saved in the document management process allows users to take on more important projects. To make the transition to digital successful, LMI put the onus on departments to edit their SharePoint environments and create a sense of ownership, Roberts said.