Designing a High-Stakes Compliance Platform
Reducing Risk and Improving Efficiency for a Global Re-insurer
Documate
Legal Document Management Product
Simplifying insurance workflows for
4000+ users to reduce non-compliance
Role
Senior Product Designer
Duration
6 Months
Client
Global Leader in Reinsurance, Insurance and Risk-Transfer
Tools
Figma, Sharepoint, Angular
Manual Processes led to accidental destruction of records and posed a critical complicance risk
7%
Designed a single, unified platform integrating digital and physical record keeping and streamlined co-ordination in stakeholders, ensuring compliance.
46%
Increased Efficiency
3%
Reduced Non-Compliance
Personas
Journey Mapping
User Interviews
How Might We’s
Discovery
Users forced → Jump Applications → Increased Noncompliance
Workflow stalled → Email Approvals → No Status Visibility
Create documents, records and manage edits.
Transfer digital records to physical boxes.
All of this revealed the complexity of workflows in this regulated space;
In simple terms, insurance documents were created, modified, stored and destructed by record keepers and managers.
Record Keepers
Manage how long records are kept & destroyed.
Apply legal holds to records for future lawsuits.
Record Managers
How Might We
Reduce the record to box time, streamline the legal hold approval process and prevent digital-physical document mismatch?
Explored different layouts, multiple sessions with client teams, users and developers
Pivoted to high-density view and eased navigation through Tree View. This improved clarity and aligned with users’ workflow. Over the ideations, deprioritizion for Legal Holds created new inefficiencies.
This led to the next milestone: improving transparency, accessibility, and scalability for key features.
Designing the Skeleton
Initial Idea
Testing
Pivot
UI Shift
→ Mirror existing flow with separate ‘Record’ and ‘Box’ tabs to ease adoption
→ Confusing; Tabs reinforced fragmentation
→ Unified browsing model in one canvas
→ Compact, data-rich table (validated by devs for performance & scalability)
Iterative approach and multiple user testing rounds led to a scalable navigation, increased visibility of approval requests, compliance guardrails to prevent mishandling of documents.
8 mins
Record to Box Time
Previously an avg of ~16 min to create and box a record
Down to 3 %
Legal-Hold & Digital↔Physical Parity
Previously ~5% to 7% non-compliance
What could I have done differently?
Looking back, I’d involve engineering from day one - not just for feasibility, but to tap into their deep knowledge of legacy systems and user pain points.
I’d implement a more rigorous, phased testing strategy, combining qualitative interviews with quantitative metrics to validate design decisions
I’d also benchmark end-to-end flows of competitor products instead of focusing solely on the existing legacy systems.
