A publicly-traded utility company, which provides natural gas and electricity to millions of residents, turned to Access Sciences when it recognized the need to deploy SharePoint’s (SP) records management capabilities due to its widespread use for collaboration, document management, and records storage.
The client had previously designated OpenText Content Server 16 as its official corporate records repository. However, the increasing user demand for its Office 365 platform, Communications including SharePoint Online (SPOL) and Teams, made it clear that the platform must also be used to manage documents through their full lifecycle. The client also recognized that records management policies must be quickly implemented to maintain compliance moving forward.
After gaining a full understanding of the client’s immediate needs and goals, Access Sciences kicked off the project with a carefully selected, dynamic team, equipped with specialized expertise in information governance, technology enablement, and business strategy. In just over three months, the team designed and fully configured the corporate records retention schedule and enterprise taxonomy using the out-of-the-box records management foundation of SPOL.
Needed to meet the corporate compliance requirement which calls for consistent records management policies across all content and collaboration systems.
Optimized the records management functionality in SPOL and implemented a records foundation.
Developed a shared understanding of SP’s records management capabilities and how to most effectively use these to meet their compliance requirements.
Reduced the burden of applying records policies to content with the ability to automatically classify records through folder inheritance.
Access Sciences’ end goal was to implement a foundation for effective records management within the client’s SP, using the out-of-the box
functionality available through their current licensed environment. By sharing technical and information governance expertise throughout the process and providing in-depth training to the client’s team members, Access Sciences also laid the foundation for sustainable records management and governance into the future.