All Case Studies, Government
September 4, 2026

Landgate: Streamlining access to offsite records with Grace Gateway

The background

Landgate is Western Australia’s land information authority, responsible for maintaining and providing access to important land and property information.
With physical records stored offsite and relied upon by teams across the organisation, Landgate needed an efficient and secure way to manage its record inventory while ensuring information remained accessible when required.

The challenge

Managing a large collection of physical records offsite created several day-to-day challenges for Landgate. Staff needed to be able to locate and retrieve records quickly while maintaining visibility and control over the organisation’s information assets.

The team wanted to:

Reduce the time and administrative effort involved in requesting records.
Improve visibility of its offsite record inventory.
Strengthen the security and tracking of physical records.
Improve search and reporting capabilities.
Provide staff with a simpler and more efficient way to access the information they need.

Landgate was looking for a solution that could support these operational requirements while providing a more centralised approach to records management.

The solution

Building on an established relationship with Landgate, Grace worked with the organisation to provide Grace Gateway, creating a more modern and user-friendly environment for managing its offsite records.

The solution provides:

A centralised platform for managing and accessing records.
Improved visibility and tracking of Landgate’s offsite record inventory.
Faster and easier searching and ordering of records.
Enhanced reporting capabilities.
Secure management of physical information assets.
Training and ongoing support to help users transition to and confidently use the Gateway platform.

The project was supported both onsite and offsite by the Records Management team, with Grace providing proactive communication and assistance throughout the transition.

The results

Grace Gateway has simplified the way Landgate staff access and manage records, reducing administrative effort while improving the overall user experience.

One of the clearest improvements has been the time required to order a record. A process that previously took approximately three minutes now takes around one minute – reducing ordering time by approximately 67%.

The partnership has also delivered:

More efficient access to offsite records.
Greater visibility of record inventory.
Easier searching and reporting.
A more streamlined and centralised records management process.
A modern, user-friendly platform supporting faster responses to internal business and stakeholder requests.

Together, these improvements are helping Landgate spend less time administering records and more time using the information they contain.

“Grace has helped streamline the way our team manages and accesses records, providing a more centralised and secure approach to records management. Improved visibility of our record inventory, easier access to information, and more efficient search and reporting capabilities have supported our team’s ability to respond to business needs and stakeholder requests in a timely manner. The move toward the Gateway platform has also provided access to a more modern and user-friendly records management environment. I highly recommend Grace.”

Sophie Burge, Land Titles Officer, Landgate

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