Department
for Education
Reduced Cost, Enhanced Security and Smarter Search through a Meridio ECM modernization
Client Challenges
Complex & expensive
legacy system
Meridio was complex and costly to manage, making content difficult to navigate, govern and distribute to both internal and external stakeholders.
Lack of searchable
digital versions
Most of the DfE items stored were non-searchable due to the lack of transformed and enriched versions.
This resulted in an incomplete digital content portfolio for the department.
Risk of content loss
The department’s unsupported Enterprise Content Management system presented a risk of content loss which needed to be addressed.
Item retention labels required
The DfE’s records management team needed longer-term plans to include retention labels and dictate how long content should be deleted or archived.
Proventeq's Solution
Migrating to a modern system
Our Migration Accelerator tool was used to execute a full-fidelity migration with an item-level audit trail. This ensured that all of DfE’s content was successfully migrated to SharePoint, which is user-friendly, scalable and cost-effective.
OCR conversion of scanned files
Scanned images in multi-page PDF files, handwritten, and typed document formats were transformed by extracting text from these images and enriching the metadata. This would eventually enhance file searchability.
Enhancing security
SharePoint's advanced security features were implemented to establish robust backup and disaster recovery procedures to protect against data loss. Before migration, Meridio's content was restructured to preserve data integrity.
Implementing retention policy
Our migration experts created clear retention policies, assigned appropriate retention labels to content, and automated the deletion or archiving of expired content.
