Case study

Xoralia drives compliance for US financial services

• Amber Oakes
• 8 January 2025

Compliance is critical in financial services. Effective policy management plays an essential part in driving compliance and minimising risk.

When employees can easily access policies at the point of need and when individual policy owners are fully accountable and keep their documents up to date, employees are much more likely to follow the right processes and make better decisions.

Working in partnership with financial services

Xoralia worked with a US-based financial services organisation that was looking to transform its approach to policy management, with a view to underpin compliance-related processes.

The organisation has operations across a number of American States with approximately 4,500 employees, offering a range of insurance products as well as investment and financial planning services.

Replacing a legacy document management system

The organisation was looking to move away from a legacy document management system that had been built in-house and held most policies. Employees found it difficult to use, interfaces were clunky, and the system was very slow.

Increasingly different stakeholders had been adding important policies and other controlled documents to a range of different SharePoint sites to make them more accessible.

However, without adequate governance and oversight in place, this meant it was now hard for employees to find the policies they needed at the right time.

Employees were also frequently finding duplicated or out-of-date policies leading to significant risks. These out-of-date documents were also being surfaced during trials with Microsoft Copilot.

A new user-friendly solution to find policies

After researching the market and viewing several demos, the organization’s digital workplace team decided to adopt Xoralia as a policy management solution.

They wanted to establish a central repository for essential policy documents that would seamlessly integrate into the company’s Microsoft 365 digital workplace and SharePoint intranet.

Migrating documents and configuring custom workflows

Working closely with the client team, our consultants helped plan a migration of existing documents complete with metadata and audit history from the legacy document management solution, directly into SharePoint and Xoralia.

Using Power Automate we also replicated a couple of custom workflows from the old system. One of these simultaneously publishes a limited number of policies on a s separate site for sales agents who are not actually employed by the organisation, ensuring there is still a single source of truth.

A user-friendly “Policy Center” with custom branding and enhanced search

To ensure that employees have effortless access to policies, the company’s intranet team built a user-friendly “Policy Center” embedded into the organisation’s SharePoint intranet. The Policy Center features many of the essential SharePoint web parts that come with Xoralia whilst also incorporating the company’s brand.

Our own developers helped build an integration with the organisation’s enterprise search solution using Xoralia’s robust API. Now employees can find the policies they need using an effective search and custom filters. With Xoralia’s strict version control they also know they are always accessing the very latest version, reducing risk and increasing trust in the policy library.

An ever-growing library of policies

Xoralia was first launched with HR policies and a collection of cybersecurity resources and guidelines. Since then, other sets of policies have been added, some taking advantage of Xoralia’s “Collections” feature which can present a set of documents together, despite being stored across different SharePoint libraries.

For example, there is a “Collection” of documents relating to regulatory audits and what needs to be done, supporting essential audit-readiness.

Supporting compliance through employee attestation

To support compliance, the team are also using Xoralia’s built-in attestation features where employees must acknowledge that they have read and understood certain policies, often on an annual basis.

Reporting helps track compliance rates and the team has already seen attestation rates increase to over 95%. This is a significant increase on previous efforts that were managed manually and which were very time-consuming to administer.

An advanced dashboard on PowerBI to track cybersecurity awareness

While Xoralia’s in-built views of analytics are comprehensive, we also helped configure a PowerBI dashboard that tracks the success of the organisation’s cybersecurity awareness program.

This bring in Xoralia’s metrics charting the progress of employee attestation rates for cybersecurity policies, along with related analytics from the organisation’s e-learning system, phishing training programme and attendance rates at cyber-awareness sessions.

Helping policy owners create and manage documents

Xoralia features are also helping policy owners create their documents and keep them up to date.

Policy creation features with workflows allow policy owners to leverage standard templates that save them time and ensure policies meet stringent formatting requirements.

Xoralia workflows also track reviews and approvals so that senior management can be confident that every new or updated policy has been through the necessary stage gates before being published.

Xoralia’s automated notification feature send reminders to policy owners, reviewers and approvers to ensure the whole policy creation process is done on time.

Looking to the future

Having already made a significant difference, the team is already looking to the next phase, with plans to introduce Xoralia’s AI-powered chatbot that will help employees ask questions about policies. They will receive answers, a reference back to the document and even excerpts to back up an answer.  

There are also plans to integrate employee attestation into a new employee pre-boarding experience.