Building an Audit-Resilient Organization: Insurance Agency Strengthens Evidence Management

## Building an Audit-Resilient Organization: Insurance Agency Strengthens Evidence Management

LegalData Co., Ltd., a subsidiary of AI Data Co., Ltd., a company specializing in data and AI utilization, has published a case study on the introduction of its simplified forensic tool, 'EASY Forensics,' at Better Support Co., Ltd., an Osaka-based comprehensive insurance agency.

This case has garnered attention as an initiative where an insurance agency proactively established an 'accountable management system' amidst intensifying audits by insurance companies.

### Background: Evolving Information Management Requirements for Insurance Agencies
In recent years, compliance awareness and regulatory oversight have intensified across the insurance industry. The frequency and depth of audits conducted by insurance carriers on their agencies have increased, placing greater pressure on agencies to maintain verifiable evidence and provide explanations during audits.

These changes affect all agencies, regardless of size. Managing and standardizing information flows has become critical for the stability of insurance agency management.

### Challenges: Lacking Operational Systems
While recognizing the importance of audit compliance and information management, Better Support faced several challenges:

- Lack of a system to present objective evidence during audits.
- Over-reliance on individual staff for customer data management, complicating organizational control.
- Problems with workflow dependency on specific individuals, leading to inconsistencies.

The core challenge was moving beyond just establishing rules to creating a functional operational system.

### Initiatives: Moving from 'Preserving Evidence' to 'Proving with Evidence'
Using 'EASY Forensics,' the company established an information management system based on three pillars:

1. Strengthening Reliability of Evidence Management (Anti-tampering)
Implemented tampering detection through automated hash value generation. Built an environment that objectively demonstrates that data has not been altered since the time of preservation.

2. Organizing Customer Information Management
Reduced data leakage risks through local-only operations. Transitioned to an organizational management system by standardizing preservation procedures and documenting management processes.

3. Establishing Reproducible Workflows
Enabled consistent quality across all staff through manualization of evidence preservation procedures and automated report generation. Established a state where 'procedures' and 'evidence' can be presented together during audits.

### Results of Adoption
After adopting EASY Forensics, the following effects were confirmed:

- Improved reliability of evidence management, leading to smoother audit responses.
- Advancement of workflow standardization, eliminating dependency on specific individuals.
- Reduction of man-hours and costs for audit response.
- Enhanced trust and peace of mind both internally and externally.

### Future Outlook
LegalData Co., Ltd. will continue to deploy 'EASY Forensics' to insurance agencies, SMEs, and professional services to support the strengthening of information management and internal controls.

The company remains committed to supporting initiatives that turn audit response from a 'burden' into a 'management strength.'