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- Case Studies
Advancing digital governance at a leading university
The background
With a complex operating structure and large data footprint, the university needed a solution that could support compliance, reduce manual effort, and centralise governance across all departments.
By implementing the Information Governance solution, the university transitioned from legacy systems and file shares to a centralised, cloud-based platform that automates classification, policy enforcement, and disposal – significantly improving efficiency, visibility, and compliance.
The challenge
The university faced challenges typical of large institutions:
- Multiple departments using different storage systems
- High reliance on physical and network file shares
- Limited visibility over records and unmanaged content
- Complex, manual disposition workflows
- High storage and compliance risk
Information governance was managed inconsistently, with critical records stored across various platforms- often without clear ownership or retention policies in place.
“We needed a solution that could simplify our processes without adding complexity for our users,” said the Head of Information Management.
The solution
The Information Governance Solution provided a flexible, scalable approach that met the university’s evolving needs. The platform delivered:
- Centralised visibility across all SharePoint Online sites
- Automated classification and retention scheduling
- Support for complex, multi-step approval workflows
- Detailed reporting for audit preparation and exception management
- A hands-off user experience, reducing training and change management
Importantly, the system’s ability to operate “invisible to users” meant that compliance became automatic, without interrupting day-to-day workflows.
“It gives us scale and clarity. We can plan based on what’s in the system, what’s due for disposal, and which areas hold the most managed content.”
The results
- Significant efficiency gains: Processing times for records and approvals were dramatically reduced, even though the number of approvers remained the same.
- Improved governance: All vital committee records are now consistently and properly managed.
- Reduced costs: Transitioning from physical to digital reduced storage costs and eliminated unnecessary paper, printing, and labelling expenses.
- Better visibility: The university now has a single source of truth for records management, with automated compliance across departments.
- Greater scalability: The team is expanding the use of the platform into new areas, including email, Teams, and research data.
“As soon as we put a site into the connector, the content was being managed, and the number of unmanaged records started going down.”
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