The AvePoint Solution
The councils received 10 proposals from managed service providers, seven of which offered AvePoint Opus as the records management solution. Ultimately, the councils decided to partner with a provider who offered AvePoint Fly Server to migrate content to the cloud and AvePoint Opus to manage the data.
The project began by migrating content from HP Trim and RecFind to SharePoint using Fly Server's three-step approach. The councils participated in AvePoint’s pre-migration workshops to get expert guidance and ensure a smooth migration.
Damien Ferguson, Coordinator Digital Transformation, Southern Grampians, praised AvePoint for their ease of communication and their helpfulness during the migration process. “AvePoint was really easy to work with, and I’m pleased with how easy it was to go through the migration with them,” he said.
After migrating their content to SharePoint, the councils collaborated with AvePoint to build a new information architecture that dictated how AvePoint Opus manages the entire content lifecycle. Workshops were held to understand the councils' needs and build a framework that met all four councils’ needs while being clear and easy to understand.
The new information architecture had an organized structure, with easily identifiable locations to store records, and five Microsoft Teams defined structures for users to work in. AvePoint Opus applied necessary policies to content in each category, allowing for efficient information management with minimal effort on the part of the councils’ IT teams. Matt says, "Now, it's really easy for people to know where they should be working and where they should save things, providing a clear and easy way to meet compliance."
As part of the new architecture, the councils consolidated dozens of classifications into simplified categories based on the necessary retention length of content. This helped streamline their business classification scheme (BCS) and reduced the number of terms to less than 10, while still meeting PROV requirements.
Since implementing AvePoint Opus, the councils have experienced several significant improvements. With auto-discovery, new SharePoint/MS Teams sites are automatically classified, ensuring necessary regulations are followed without IT intervention. Thanks to its integration with the Microsoft stack, content no longer needs to be moved between systems, and onboarding new users is as simple as adding them to the appropriate Azure AD groups for their role in Council. The biggest win, though, is AvePoint Opus’s automated disposal capability, which has made the councils more compliant simply by implementing disposal of content based on pre-configured retention schedules.