Transforming information governance across multiple repositories
How a global specialty (re)insurer turned a fragmented information estate into a trusted, governed and AI-ready data environment, deleting more than 200TB of redundant data and cutting cloud storage costs by more than AU$500,000 a year.
200TB+
Redundant, outdated and trivial data deleted
AU$500k+
Removed from annual cloud storage costs
One view
Of information across every connected repository
AI-ready
Governed, classified foundation for safe AI adoption
The client
A global specialty and property & casualty (re)insurer operating in the Lloyd’s market, with a diversified portfolio spanning property, casualty, marine and specialty lines. The business competes on disciplined underwriting and data-driven decision-making, which makes the quality and governance of its information a direct commercial concern, not a back-office one.
Few industries feel the weight of information more than insurance. Insurers hold vast volumes of structured and unstructured data to assess risk, price policies, detect fraud and manage claims, and they hold it under some of the most demanding regulatory regimes in the world. Every terabyte kept without a reason is cost, risk and noise.
GLOBAL HEAD OF TECHNOLOGY INFRASTRUCTURE
The challenge
The insurer was already ahead of most of its peers. It had run a data discovery and reporting capability across its unstructured data for several years, so it knew what mature information governance felt like. Then the incumbent tool reached end of life.
That created a decision point. The business had committed to a cloud-only strategy, and data volumes were growing across multiple repositories, including file shares and Microsoft SharePoint. Rather than replace like for like, the insurer set a higher bar for its next platform. It had to:
-
- Connect to multiple repositories through a single platform, cloud to cloud
- Provide information governance, retention and disposition at enterprise scale
- Support eDiscovery for the legal team and outside counsel
- Prepare the information estate for AI, so future AI tools draw on governed, classified data rather than uncontrolled sprawl
The solution
The insurer reviewed a shortlist of platforms and selected EncompaaS, the AI-powered intelligent information management platform. The selection was won on evidence, not claims. Against a sample set of live data, EncompaaS discovered content across file shares and SharePoint, indexed it, automatically classified it, identified personal information, applied retention and removed duplicates.
The implementation paired the platform with a managed information governance service, giving the insurer ongoing governance expertise, monitoring and optimisation rather than a tool and a handover document. That operating model accelerated adoption kept the disposition programme moving after go-live, and turned governance from a project into a sustained discipline.
The technology
EncompaaS intelligent information management platform
Automated information discovery, indexing and classification
Personal and sensitive information identification
Retention and disposition management at scale
Multi-repository connectivity: file shares, Microsoft SharePoint and beyond
eDiscovery and enterprise search
Managed information governance service
AI-ready data foundation
Outcomes & Results
â–¶ More than 200TB of redundant, outdated and trivial data deleted through a defensible disposition programme
â–¶ More than AU$500,000 removed from annual cloud storage costs
â–¶ Retention and disposition policies applied consistently from one platform across every connected repository
â–¶ Information fully searchable and actively used for eDiscovery by the in-house legal team and outside counsel
â–¶ Personal information identified and governed, with disposition evidenced for regulators
Before
Multiple repositories, an end-of-life discovery tool, and vast quantities of legacy data accumulating cost and risk with no defensible way to remove it.
After
One governed view of the entire information estate, an active disposition programme, and a measurably smaller, cleaner and cheaper environment.
What comes next
The clean-up was the fast win. The next phase applies AI-driven classification and enrichment across the governed estate, so secure, classified data can be used with confidence by AI tools. Governance first, then AI: the order is the point.
About Informotion
Informotion is a Microsoft Cloud and AI Solutions Partner, specialising in information governance, records management, and compliance transformation.
We help organisations in regulated industries modernise operations through Microsoft Power Platform, Copilot, and Azure—combining deep governance expertise with intelligent automation.
