Online filing cabinets for your policyholders.

Give every policyholder a filing cabinet with your branding. Documentd automatically files policies, renewals and claim documents for them. Make important records easier to find and reduce the work involved in providing copies.

Important insurance records

Start with the documents policyholders need to keep.

A policy schedule may be needed when making a claim; a settlement record may matter long after the claim closes. File these documents for policyholders as you issue them, so they have their own records to return to.

Policy schedules
Certificates of insurance
Renewal documents
Policy endorsements
Claims decisions
Settlement documents
Cancellation and closure documents

Your policyholders should have their own copies, in an account they control.

An organised home for insurance records

Make the right policy document easier to find.

A customer looking for a certificate or the terms that applied at renewal should not have to search old attachments or ask your team to resend them. Filing copies by policy or year gives those records a clear home.

Documentd automatically files these documents in each policyholder’s own cabinet, organised and ready to find. Your branding and dedicated web address give policyholders a familiar place to return to for the records you send.

A branded service, independent access

Your branding. Your policyholders’ own records.

Give policyholders a branded filing cabinet with a simpler, lower-cost service than a document portal. Start with web send, then add copy-in once your company is set up, without a portal development project. Your branding makes the source of their documents clear; their copies remain under their control.

Your cabinet sits within the policyholder’s own Keepd account. Keepd is free and works with any email address, bringing together their cabinets from different businesses and documents they file themselves. From your cabinet, they can navigate to the rest of their account.

Their copies remain available after a policy expires, a claim closes or they change provider.

Your branding gives policyholders a familiar place to return to. Their ownership means access to their copies does not depend on your systems.

Documentd Business Case 02 · Insurance

Less administration and fewer resends

Spend less time retrieving old policy records.

Requests for certificates, renewal packs and past claim decisions interrupt servicing work. Giving policyholders an organised copy they can retrieve themselves can reduce these repeat requests and the printing and handling of paper packs.

Fewer requests for duplicate policies and certificates
Less searching for documents from earlier policy years
Less printing and postage where electronic copies are appropriate
Customer access that continues after renewal elsewhere

Assess the benefit using your own document volumes, support workload and postage costs, alongside Documentd’s charges.

A simple start for your team

Start with a policy schedule or renewal pack.

Try web send with a sample document sent to yourself. Then choose one process, such as issuing policy schedules, and use folders that make the policy and year clear.

Once your company is set up, send from the website or copy filing@documentd.com into your normal email. Copy-in files the attachments in each recipient’s cabinet; your ordinary email and attachments still go to the recipients as usual.

Email integration and the API are available for more involved workflows when you need them.

Try web send →How copy-in works →

Supporting regulatory information

Documentd is a Durable Medium

A Durable Medium allows personally addressed information to be retained for future reference and reproduced unchanged. Documentd provides this electronically, meeting the characteristics set out in the FCA definition. The copy protections described here apply to documents filed through Documentd, rather than files uploaded directly in Keepd.

Personally addressed

The document is delivered to the individual customer.

Accessible later

The customer retains long-term access independently of the insurer's portal.

Reproduced unchanged

The sender cannot alter the settled copy filed through Documentd.

Documentd in practice and Consumer Duty

Documentd in practice

The customer owns their copy
The sender cannot alter the settled copy filed through Documentd
The sender cannot delete the settled copy filed through Documentd
Access survives the policy or commercial relationship
The original document can be downloaded again
Evidence of what was delivered and when is retained

It also supports Consumer Duty outcomes

The FCA requires firms to consider whether their communication channel supports effective decision-making and gives customers an appropriate opportunity to review information. Documentd gives important insurance documents a persistent, organised place where customers can review and retrieve them.

Give the customer their own permanent copy, rather than making long-term access depend on the insurer's systems.

Further detail: documentd.com/business-cases/insurance

The business case

Less servicing work. Policy records your customers control.

Your branding

A familiar cabinet and dedicated web address for your policyholders.

Automatic filing

Your policyholders’ copies arrive organised and ready to find.

Policyholder control

Your policyholders keep their own copies in an account they control.

Your branding. Automatic filing. Records your policyholders can keep and find independently of your systems.

Documentd provides branded filing cabinets for your policyholders and automatically files the documents you send for them to own and keep.

documentd.com/try · documentd.com/pricing

Assess costs and savings against your own processes and Documentd plan.