AXA: eDoCat has simplified complex processes of a multinational company

Insurance companies handle sensitive data every day. When choosing a DMS solution, it was crucial for us to ensure that both the system and the provider adhered to the highest security standards. Therefore, eDoCat was chosen as the preferred bidder in the tender. AXA Partners also leveraged additional benefits, including workflow automation for contracts that include inflation clauses. In the project’s first phase, we successfully migrated 12,000 contracts to the new DMS, freeing up tens of square meters of office space—resulting in an annual savings of CZK 500,000. On top of that, the eDoCat system brought many more improvements.

In 2024, AXA Partners, a leading insurance provider in the CEE region, recognised the need for a radical transformation of its approach to document management. The new DMS was expected to provide a modern user interface, streamline processes, enhance communication between offices across different countries, and foster greater discipline among colleagues. To achieve this, AXA chose the Onlio eDoCat system, a solution which also ensures high security for stored documents.

eDoCat – a DMS with the highest security standards

When selecting a DMS, AXA Partners knew that it needed a system tailored to the unique demands of a multinational corporation. One of the key success factors in the selection process was the ability to meet the stringent corporate security requirements. eDoCat’s strong focus on security immediately caught the attention of AXA’s security experts. Still, one of the mandatory requirements was that eDoCat successfully pass an independent penetration test before going live. And it passed.

Onlio holds ISO 9001 and 27001 certifications, meeting the rigorous standards required for cooperation with AXA in delivering IT systems. Like other providers, we undergo regular audits by AXA’s specialized teams, focusing on sustainability, compliance, and IT security.

Internally, documents are protected by a comprehensive and extremely flexible system of access rights. Each document is only accessible to authorised users at specific stages of its life cycle. But accessing the document is still easy—users don’t need to request access from anyone.

No more tedious searching through servers and folders

First, AXA deployed the system for contract management. Insurance companies operate in a highly regulated market with frequent and thorough audits and strict internal checks, which require that all documents be organised and easily accessible. Thanks to eDoCat, every authorised employee can locate any contract they need within seconds, including all appendices and related documents. Currently, AXA stores almost 12,000 contracts in eDoCat.

With eDoCat, locating inflation clauses takes seconds, not days

The ability to attach related documents to a DMS and maintain a structured contract repository has proved invaluable—especially in recent months, considering the rising inflation. “As price rises across the country impacted our services, we needed to quickly identify contracts with inflation clauses. Without a DMS, we would have to spend countless hours searching through our servers and our folders. With eDoCat, our staff can find this information in a matter of seconds. In addition, they receive notifications of important document milestones, such as an upcoming expiry of a contract or the date of a price adjustment under an inflation clause,” adds Monika Popelářová.

Managed documentation as a tool to enhance compliance

Another area we addressed with eDoCat was managed documentation. This aspect of the system proved crucial in ensuring compliance with internal processes and increasing discipline within the company. “On paper, we have always had established processes for document circulation but still, salespeople sometimes skipped a step or two with the vision of closing the deal quicker. Many companies don’t realise implementation of a DMS brings a new form of discipline to the business. Thanks to eDoCat, no step can be skipped or bypassed. Each document must have all mandatory fields completed and must pass through all approval processes. All in just a few clicks,” adds Radim Špůrek, DMS business owner and project manager at AXA.

This newly acquired discipline results in a smooth, fast and accurate operation of the entire business. Thanks to the simplicity and clarity of the entire system, management as well as the employees embraced the change as it ensures that all processes remain fully compliant.

A powerful DMS as a business advantage

In the fast-paced environment of an insurance company, where each department processes vast amounts of documents, digitalisation through eDoCat brings significant business benefits. One of them is the ability to accelerate and streamline business processes. For example, electronic signatures enable sales teams to conclude contracts faster, eliminating the need for clients to be physically present.

Beyond security, eDoCat also supports multiple languages, as AXA has also a Polish branch and uses English as the corporate language. “We are currently operating in several European markets and the implementation of eDoCat immediately enhanced our ability to communicate and manage documents across branches. Onlio has once again proven its ability to compete on the international stage,” said Monika Popelářová, AXA HR and Communications Director.

Another advantage is the simplification of the employee onboarding process. They can be quickly integrated into the system, which means immediate access to the necessary documents and tools required for their work. eDoCat also simplifies the transition during management changes. With easy access-rights configuration, the system automatically updates authorisations when the company structure changes.

Digitising documentation also eliminates the need for paper. The environmental and cost-saving benefits are often highlighted, but this change entailed another major advantage – vacating tens of square metres of office space. By switching to digital document storage, the company no longer needed physical archives, resulting in the saving of an impressive half a million CZK annually.

A DMS evolving with business needs

From the beginning, AXA was looking for a single solution to cover a wide range of business areas. We started by implementing eDoCat for managing contracts and received invoices. However, as we began using the system, we quickly recognised its potential in other areas as well. “This led us to expand its use and we are pleased to see that eDoCat not only meets our current needs, but is ready to grow with us,” says Monika Popelářová.

eDoCat also offers the possibility to configure the system directly at the client’s site, minimizing reliance on the provider. “By our third meeting, I was convinced. The entire IT department agrees that despite its robustness, the system is highly configurable. After thorough familiarisation, we can even manage custom configurations internally at AXA. We now have an efficient document management system that not only meets our needs today but also grows with us, keeping pace with the latest trends and technologies in document management,” says Radim Špůrek, AXA DMS Business Owner and Project Manager.

eDoCat has become a core component of AXA’s information systems, playing a crucial role in the company’s infrastructure. Over time, it is set to evolve into a central hub for document storage, administration, and process management—ensuring efficiency, security, and seamless workflows. We are already working on a project aimed at managing over 2 million client contracts per year in the travel insurance sector.