Fortune 500 Insurance Company Streamlines 3,000+ Records Retention Schedules for 300+ Departments

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Recognized by Fortune as one of the “World’s Most Admired” insurance companies, this Fortune 500 financial services company needed a software solution to meet their specific records scheduling system and offsite storage needs.
"The client required that the operating system be an extension of their Gimmal enterprise content operating system. I'm pleased to say, through our collaborative efforts, we delivered."

Howard Loos

Records Manager

Business Needs

This well-known insurance company was facing a multitude of physical records management challenges and needed a quickly implemented solution for their needs. The challenges included record custodians from different departments keeping files for extended periods or not using the warehouse at all  and instead kept various records in their departments. They needed a centralized  solution to track the location and  lifecycle of their growing volume of  records, both on and offsite.


After looking for a permanent solution, not just a temporary fix, Gimmal Physical was selected to accommodate the lifecycle management of the growing volume of records as well as the classification needs of department-centric file plans.

Gimmal Physical configured a  solution to accommodate complex retention schedules and offsite storage management.


With Gimmal Physical, the client can now easily classify their records according to their established file plan, covering 11 main processes and 60 subprocesses. By translating their everyday business practices into a functional software, Gimmal Physical was able to create a  solution that was more intuitive and useful for their users.

Now, this fortune 500 insurance company easily manages over 3,000 department-specific retention schedules, the processes of 300 departments, and 170,000 boxes.

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