Octo Telematics Customer Story
Alfresco Brings Users Together at Octo Telematics, Making Critical Business Content More Searchable and Accessible
Octo Telematics is the leading global provider of telematics and data analytic solutions for the auto insurance industry. Founded in 2002, Octo is one of the pioneers of the insurance telematics industry, transforming auto insurance through behavioral, contextual and driving analytics for more than 100 insurance partners. The company has more than 5.6 million connected users and the largest global database of telematics data.
As the world’s largest and most experienced insurance telematics company, Octo Telematics deals with big data from all over the globe.
An Alfresco customer since 2007, Octo was primarily using the platform as a document repository, but sharing and collaborating on critical knowledge and content became more difficult as the company continued to grow. Users struggled to effectively search the expanding repository to find updated and relevant information when they needed it.
Octo needed a way to better manage information and documentation companywide while also continuing to adhere to the strict information security regulations of its sensitive confidential documents such as those related to HR, risk management, bids, quotes, trademarks and legal contracts.
In 2014, the company launched a new, innovative knowledge management initiative to create a framework to better manage critical content and share and maintain company knowledge. The goal was to make it easier for users to quickly find reliable information.
“Our main focus was to have clear management of the core knowledge within the company,” said Elisabetta Fabrizi, Head of Service Creation and project manager for Octo’s new knowledge management initiative. “We had been using Alfresco as a repository to store and archive documents, but we wanted a solution to help users find and share the right content faster so that they could really make it work for them.”
After the development phase carried out through a consulting company, today TAI Software Solutions maintains and evolve the Alfresco platform for Octo Telematics, providing an effective guide to use Alfresco in the best way to avoid potential problems and maximize the benefits and the outcome.
Permissions-based roles were created within Alfresco so that some content can be kept confidential and hidden from other users. All content in the existing repository was also assigned to an owner responsible for its long-term management.
“Every document that is uploaded into Alfresco has an owner and it is their responsibility to ensure the content is updated and maintained,” said Fabrizi. “This also makes it easy to find an expert on any topic you are searching who can answer your questions – even if you are in the U.S. and they are in Rome.”
Today, over 15,000 documents have been uploaded into Alfresco and every Octo Telematics employee has access to the platform. This includes over 463 internal users and 85 external users worldwide. There are 18 internal sites based on organizational function through which users can publish content and collaborate on important documents.
The repository is currently on-premises in Rome, Italy, and users can access information and collaborate from anywhere in the world with their company password. Metadata has been added to better manage content and to enrich information and knowledge for maintenance, as well as for added security and confidentiality.
“One of the main challenges we faced was ensuring that every piece of knowledge is aligned to strict security standards,” said Fabrizi. “With Alfresco, we are able to create rules so that documents are not visible to users unless they have permission.”
Through Alfresco, Octo Telematics is able to better manage its critical business knowledge and enable its repository of content to work more efficiently for the team.
“Alfresco provides a unique point of access to our company content and gives users the powerful ability to search the entire knowledge base to quickly find what they need,” said Fabrizi. “With users always having access to the platform, our employees all over the world are better connected.”