Building a Corporate Insurance Register: What to Track

What an insurance register is

An insurance register is the single, structured record of your cover and what it protects: every policy, the assets, stock and people it covers, the sums insured, and how it all maps to your business units and locations. It’s the source of truth an RMIS is built around.

What to capture

• Policies: insurer, policy number, category, period, premium, sum insured, basis of settlement.
• Assets & stock: what’s insured, values, and where each item sits.
• People: the groups covered by employee-benefit and group policies, by grade, role or salary band.
• Business units & locations: so cover maps to your real structure.
• Contacts: the insurer, broker and internal owner for each line.

Structure it by business unit and location

A flat list of policies tells you little. Structured by business unit and location, the same data answers the questions you’re actually asked: what’s covered at this site, what does this unit spend, where are we exposed. This is also what makes consolidated reporting possible.

Keep it current — that’s the hard part

A register is only as good as its last update. The discipline is to capture changes as they happen — an asset bought, a unit moved, a headcount change — rather than rebuilding the whole thing before each renewal. A living register in a shared platform beats a spreadsheet that’s accurate for one week a year.

Register → gaps → reporting

A good register isn’t the end goal; it’s the input. Feed it into gap analysis to find under-insurance, into a renewal calendar so nothing lapses, and into reporting for total sum insured, spend by insurer and claims ratio. One register, three payoffs.