Cardinia Shire Council streeft naar 100 procent recordretentie en compliance met AvePoint Opus
Succes Hoogtepunten
Additional functionality, annual cost savings, enhanced security, future proofing, reduced infrastructure overheads
Transitioning from 50 to 100 percent record retention
Move from existing system and network drives to Microsoft 365 platform
Locatie Melbourne, Australië
Industrie Public Sector
platform Microsoft 365
De Shire of Cardinia is een lokaal bestuurlijk gebied in Victoria, Australië, in het zuidoosten van Melbourne tussen Western Port en de Yarra Ranges aan de rand van Melbourne. Ze hebben ongeveer 500 gebruikers en 4,5 TB aan gegevens die zijn gemigreerd van HP TRIM naar Microsoft 365.
Essentiële behoeften
- Naleving van de Australische privacybeginselen en het Office of Victorian Information Commissioner en Public Records Office of Victoria (PROV)
- Overgang van bestaand systeem naar Microsoft 365 records management
De Uitdaging
The Cardinia Shire Council is a public sector leader in records management compliance.
On two separate occasions--2016 and 2018--they were awarded the PROV Sir Rupert Hamer Excellence in Records Management award for two separate initiatives in information management.
“In the last 10 years Cardinia Shire Council has developed a proud culture of compliant records management,” said David Jackson, Manager of Information Services, Cardinia Shire Council. “It’s been one of the best records management cultures I have witnessed in 35 years.”
As part of the Cardinia’s proactive stance towards records management, the team launched a comprehensive analysis to determine its coverage across all the systems generating data and records.
“The analysis showed that we were capturing 50 percent of generated records. Additional records were being stored in network drives, user profiles and external storage devices,” said David. “It is tempting to put blinkers on and say you are compliant in official systems and through your official policies. For us, we wanted that to be real. We wanted to look at how work was actually being done and how records were actually being generated. It’s a public duty we take seriously.”
We saw the ability to [capture all of our records] with Microsoft 365… however we needed a partner to deliver the final step of SharePoint records management to allow full PROV and VERS compliance. This was achieved with AvePoint.
Manager, Information Services, Cardinia Shire Council
De AvePoint Oplossing
Cardinia realized true records compliance doesn’t come from placing extra demands on users, but by making it easier for users to do the right thing than it is to do the wrong thing.
“Cardinia wanted to capture the energy of the existing culture and provide compatible records management tools that were compliant, simple, seamless, and future proofed that would allow us to close the gap of 50% missing records” said David.
Cardinia evaluated its incumbent system along with other system market leaders and Microsoft 365. Ultimately, they selected Microsoft 365 in part due to AvePoint Opus's functionality that enabled them to potentially achieve 100 percent compliance.
“We saw the possibilities with Microsoft 365, OneDrive, Teams and SharePoint, however we needed a partner to deliver the final step of SharePoint records management to allow full PROV and VERS compliance,” said David. “This was achieved with AvePoint.”
Cardinia finds Opus to be a useful and intuitive tool for tracking their digital and paper records.
“The end user interface is great…the feedback on the administration interface is that it is pretty easy as well,” said David.
Despite challenges with change management which were complicated further due to COVID, Cardinia has seen widescale adoption as a result of providing end users with an easy to use set of collaboration tools with fully automated, behind the scenes records management.
“Microsoft 365 adoption has increased, while our monthly network files being created number has dropped from 20K to 5K since implementation,” said David. “In December 2020 we will shut down the network drives meaning 100 percent of data should be in the correct locations, fully compliant under our records management system.”
De weg voorwaards
Looking back on the project, David can report that all seven of the defined key outcomes have either been delivered or are expected to be delivered shortly including:
- Additional functionality;
- annual cost savings;
- Enhanced security;
- Enhanced compliance;
- Future proofing;
- Reduced infrastructure overheads; and
- Improved records management capability.
When asked for his advice for those examining similar initiatives he said:
“Don’t underestimate change management. It’s a journey and it’s been our biggest challenge so far. Be sure to pick a platform rather than a point solution and work with your partners. Finally, implement incrementally where possible, but don’t drag it on for point solutions.“
AvePoint Producten
AvePoint Opus
Beheer Microsoft 365 content en fysieke records samen. Creëer en overzie classificatiebeleid en implementeer flexibele regels voor retentie en verwijdering.
Cloud Governance
Implementeer een uitbreidbaar besturingsraamwerk dat gebruikers mogelijkheden biedt, eenvoudig te onderhouden is en meegroeit met je organisatie.