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Gwynedd County Council
Council engages specialists to make the case for EDRM

Improving the way data is stored, retrieved and archived was seen as an essential component to achieving operational efficiencies.

Keeping a lid on costs with out-of-the-box functionality

Spending reviews within local and regional government meant that Gwynedd County Council (GCC) needed to look hard at how it could improve operational efficiency and reduce long term running costs within the core council business.

The Council sought to upgrade its electronic document and records management (EDRM).

Chosen in part for its familiarity with the Government Digital Service and its very specific requirements, SFW led the user research with the business to establish key user stories which would form the basis of a pilot.

The pilot outcomes were delivered by configuring out-of-the-box functionality and avoiding expensive custom development. SharePoint 2013 was chosen as the most suitable technology platform on which to deliver a MoREC 2010 compliant EDRM solution, coupled with Compliance Extender which enhances native SharePoint capabilities in order to deliver high-end records management functionality.

To allow easy migration from legacy file shares into the solution, the team used a third party component called SyncPoint from Automated Intelligence.

Improved security, reliability and efficiency

The pilot enabled GCC to meet its original business case objectives around operational improvements and reduced ongoing costs. It did this by:

  • enforcing document security marking by automating metadata applied to document
  • reducing data storage
  • migrating unstructured documents from a wide set of files shares
  • implementing a consistent corporate file plan which enforces a “single version of the truth”
  • applying a bi-lingual solution

“SFW successfully led the team to deliver over and above what was required for this absolutely essential programme of work.  We rely on them for advice, guidance, knowledge transfer and mentoring of our IT team and the wider business community.”

Euryn Morris – EDRM Programme Manager, GCC

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