Migrating a billion-dollar government agency to a modern Records and Content Management System
Industry
Public Sector - Provincial Government
Employees
~ 4,000 full and part-time employees
~ 800 users at head-office across 50 departments
Technologies
SharePoint on-premise
Collabware CLM
Business Objectives
This provincial agency had a legacy records management system that they wanted to replace with a modern solution. The project objective was to replace this system with a reliable solution that:
Enables teams to collaborate effectively
Reduces organizational compliance risk
Increases confidence in a trusted single-source-of-truth for documents
Solution Highlights
SharePoint and Collabware as a Total Solution
SharePoint delivers a consistent, standardized user experience for collaboration across all business units. Collabware integrates seamlessly to provide behind-the-scenes automated records management.
Easy Search and Retrieval
SharePoint provides easy-to-use enterprise search and easy e-mail drag-and-drop to/from Outlook. This ensures that content is accessible, and employees waste less time hunting for documents.
Automated Records Management and Compliance
Records are categorized automatically as they are saved into SharePoint so that end-users don’t have to worry about retention or archiving. Record Managers have visibility into the system and can do full audit and forensic history when required.
“One thing that is a big win for us is the increased effectiveness and efficiencies we have gained as a result of the project and transition. It is taking one quarter of the time to administer our documents, find files and explore the Hub.”
— Director, Provincial Agency
Results
With this solution, this provincial government agency has a single source of truth for information and a collaboration foundation that is adaptable, scalable, and future ready. Results include:
4,000,000 documents migrated over an 18-month project
50 departments using the new system
A reliable system with trusted content and version control
Dive deeper into this case study…
As featured in Sagesse, the ARMA Canada magazine
This article takes an in-depth look at at this successful records management project and details how that project was rolled out over a period of 18 months.
Watch a webinar recording
In this webinar, Michael Schweitzer and Jas Shukla walk you through the ins-and-outs of a successful compliance initiative for a billion-dollar provincial government agency. Gravity Union worked with all departments across the enterprise to migrate and classify over four million records with SharePoint and Collabware.
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