Complete Information Governance and Digital Transformation Programme
Summary
This statutory authority approached Intelogy to help them transition their core information management assets to a modern records and information management platform underpinned by Microsoft 365. The main objectives of the digital transformation programme were:
- Take control of their information assets, access them from modern devices and mitigate risk of data issues.
- Stronger security posture and a well-governed Microsoft 365 tenant, providing increased protection against cyber threats and greater confidence in the security of their operations.
Define and agree a core Solution Architecture (Corporate File Plan) underpinned by robust records management and governance.
- Providing a modern and user-friendly interface for staff to work in a more efficient and governed manner.
- Review and replace complex workflows and business processes with automated applications underpinned by Microsoft 365 technologies.
- Migrate all content from legacy on-prem platforms to the new Corporate File Plan, structured by function and supported by records management requirements
Due to the significant organisational changes involved, the programme was implemented over several years and resulted in a comprehensive transformation of operational practices. It introduced a secure, modern platform that enabled all users to take advantage of advanced technologies, improved efficient collaboration, and greatly enhanced adoption of Microsoft 365.
Challenges
The previous platform was based on traditional file servers and a SharePoint 2016 farm. This setup presented several limitations, including fragmented data storage, inconsistent metadata, a lack of retention controls, and legacy applications based on technologies that were no longer supported by Microsoft.
With the evolution of information governance regulations and compliance requirements, it has become increasingly important for all organisations, especially the public sector, to adhere to these standards. This was not possible with their legacy platforms.
They frequently share content with external parties, and therefore significant focus needed to be placed on the appropriate application models to ensure that this could be achieved in a robust, safe manner.
Solution Overview
As part of a multi-phase programme of work, the following components were delivered:
A modern and engaging SharePoint intranet including a Quality Management System to consolidate and manage all policies and procedures across the organisation.
New business applications to replace legacy Travel requests, PO requests and PMO governance frameworks using Power Apps.
Global information architecture and Corporate File Plan built in SharePoint Online.
Function based SharePoint sites tailored to the needs of each department underpinned by retention and security. Content migrated in line with function-based file plan.
Orinoco 365 – Automated provisioning solution to create and govern all sites with the appropriate retention and sensitivity practices.
Comprehensive change management strategies to communicate with staff throughout and provide organisation-wide training at all levels to help staff transition to the new ways of working willingly and enthusiastically.