for insurance it, security & compliance leaders
Your policy and claims knowledge lives in email. Locked.
Insurance email governance for your cloud content storage (Box, Egnyte, SharePoint, etc.) turns the email trail into a record you can actually use. Decisions, adjuster notes, endorsements, and client history sit scattered across thousands of mailboxes and years of archives. mxHERO captures that content into your storage system under your retention and access rules, then gives your AI secure, governed access to all of it — without the compliance risk of connecting raw inboxes. Cross-account. Archive-scale. SOC 2 Type II. Built for your business.
Read: The $340,000 Email — An Insurance Industry AI Use-Case
The background story of this demonstration
Harbor Point Marina has been insured by Meridian Mutual for fifteen years. In 2011, an endorsement covering its dock and boathouse was confirmed by email. In 2024, a storm destroyed both — but the insurer’s live system showed no dock coverage. The only proof it existed was in email: fifteen years back, buried in thousands of messages. Watch mxHERO Mail2Cloud AI find it.
In seconds, it did what the system of record couldn’t: reached back fifteen years, pulled the exact endorsement from thousands of look-alikes, and confirmed the claim was covered. The email trail was the truth all along — we made it governed, searchable, and AI-ready.
Trusted to govern email content for regulated enterprises — including leading insurers and financial institutions
The Problem
Insurance email is a system of record with no archiving or governance behind it.
In insurance, email is the system of record whether you designed it that way or not. Coverage decisions, adjuster correspondence, broker negotiations, and endorsements are negotiated and confirmed in email. That creates three problems at once:
Compliance and E&O exposure
A misfiled or unretained attachment on a disputed claim is a real liability. Retention obligations don’t care which mailbox the email lived in.
Knowledge trapped per-mailbox
The full history of a claim is spread across adjusters, underwriters, and brokers. No one can see all of it at once.
AI can’t safely touch it
You want AI to surface claim history and precedent — but connecting raw inboxes to an LLM is a governance non-starter for a regulated insurer.
The Solution
Email archiving, governance, and AI retrieval — in three pillars.
Governed AI retrieval across your archived email
Let your AI answer questions like “show every email exchanged on claim #____” or “find the coverage confirmation for this policy” — with access that is permissioned, audited, and compliant. The knowledge, without the raw-inbox risk.
Organization-wide reach, scoped by your rules
Claims email lives across thousands of accounts and years of history. mxHERO retrieves it in seconds. It does not hand your entire mail estate to an AI: selective capture rules let you define exactly which accounts, domains, and content ever enter the system. Everything else stays out.
Compliance-grade email archiving — built on Box
Email content and attachments are captured into your content storage with full retention and governance, SOC 2 Type II behind it. mxHERO extends the cloud investment you already own — no new content silo, no rip-and-replace of your DMS.
Why not a lightweight email connector?
A free checkbox feature isn’t a compliance layer.
| Lightweight email MCP / inbox plugins | mxHERO |
|---|---|
| Read one connected inbox at a time | Retrieves across every account at once |
| Live mailbox only | Full historical archive, at scale |
| Raw inbox exposed to the model | Governed, permissioned, audited access |
| No retention or compliance controls | SOC 2 Type II, retention, governance |
| A free checkbox feature | The compliance-grade email layer for Box |
How it works
Three steps from raw inbox to a governed email archive your AI can use.
1
Connect
mxHERO connects your email environment to Box — no change to how your teams send and receive.
2
Capture & govern
Email and attachments are automatically captured and archived into Box with retention, records-management, and access controls applied.
3
Give AI governed access
Your AI and search tools retrieve across accounts and archives through a permissioned, audited gateway.
Insurance use cases
Built for how insurance actually runs.
Claims file completeness
Assemble every email and attachment tied to a claim automatically — for adjusters, audits, and litigation hold.
Coverage & endorsement trail
Instantly locate the email that confirmed a coverage decision or policy change.
Broker & MGA correspondence
Capture external negotiations into the governed record instead of individual inboxes.
Regulatory retention
Meet retention and discovery obligations across the whole organization, not mailbox by mailbox.
AI-ready claim history
Feed governed claim and policy history to AI for faster, better-supported decisions.
Email archiving compliance
Satisfy retention schedules, legal hold, and eDiscovery requests from a single governed archive, rather than collecting mailbox by mailbox.
interactive dashboards
A Dashboard is Worth a Thousand Words.
Seeing is understanding
Email threads can be difficult to understand especially when they span years, involve multiple parties and files. For this reason mxHERO Advanced includes a powerful Interactive Dashboard MCP:
- Multiple tabbed interactive HTML
- Overview, Timeline, Contacts, Emails, Documents, Next Steps
- Supports custom styling to match company logo & colors
- Reduces LLM token usage by providing HTML scaffolding
Built for regulated insurers.
SOC 2 Type II · governed, permissioned, audited access · Box Elite Partner · data stays in the cloud content platform you already control. Isolated vector database storage with zone residency options
uses mxHERO
Content Security is a core principle of Box’s strategy, and with mxHERO Mail2Cloud, we extend that capability to valuable email-based content. Together, it is a powerful tool for the enterprise.
Paul Chapman
former CIO at Box
FAQ
Questions the security team will ask.
Does this connect our raw inboxes to AI?
No. AI never touches raw mailboxes. Email content is captured into governed Box storage, and access is permissioned and audited. Your organization defines which captured content is stored to which secure vector database tenant.
Do we have to replace our current content management system?
No. mxHERO extends Box — the platform you already own. It complements, rather than rips out, existing systems.
How does it handle retention and discovery?
Email and attachments are retained under the governance rules you set in Box, across every account — so retention isn’t dependent on individual users.
Is it secure enough for a regulated insurer?
mxHERO is SOC 2 Type II with governed, audited access. AI vector data residency available in all major global regions.
How long does it take to deploy?
Initial setup can take less than an hour. Content upload time depends on volume.
Can we select which emails we want to make available to AI search?
Yes! mxHERO Mail2Cloud allow your organization to configure granular capture rules. For example: only communications with customers, only emails with project IDs, only emails to/from specific domains, etc.
Does it work with our legacy emails?
Yes! mxHERO can include all emails since your organization’s founding up to emails in flow right now (real-time).
But I have Box AI, how is this different?
Box AI is a powerful tool for general AI on all types of content. However, Box does not natively work with email. mxHERO is the leading bridge to email content for Box. Box Inc. itself uses mxHERO for this reason. mxHERO AI is purpose built to securely search email – across email accounts and through time (decades if needed). For a comparison study see this published paper.
Is this an email archiving solution?
Yes. mxHERO captures and archives email and attachments into Box under your retention and governance rules, across every account. What makes it different from a traditional archive is that the archive is AI-retrievable.
How is this different from a traditional email archive like Mimecast or Proofpoint?
Traditional archives are built for retention and discovery. mxHERO archives into the content platform you already own (Box), and exposes that archive to AI through a permissioned, audited gateway.
Does this replace our email archiving or records management system?
It can, or it can sit alongside one. mxHERO writes into Box, so the governed record lives in a platform you already control.
See your claims and policy email become a governed, AI-ready asset on your storage cloud.
Book a 20-minute walk-through on your own cloud storage environment. We’ll show governed AI retrieval across accounts and archives — with your compliance controls intact.