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Seamless SharePoint Migration For a Leading Water Utility

The Water Utility is a government-owned corporation responsible for providing water and wastewater services to over 600,000 people in New South Wales. With a commitment to innovation and service excellence the corporation continually invests in digital transformation to support its growing customer base and operational needs. Recent milestones include the implementation of advanced digital platforms and a focus on data-driven decision-making. As part of this process The Water Utility recognised the need to modernise their digital collaboration platform. By partnering with Informotion The Water Utility successfully migrated from SharePoint 2013 to SharePoint Online unlocking enhanced security, improved operational efficiency, and a future-ready digital workplace. Key successes included a risk- mitigated migration process and the rapid enablement of new cloud-based features for staff.

30.03.26

The Challenge of Legacy Systems

Facing the end of support for SharePoint 2013 and a recently discovered security vulnerability, The Water Utility needed to migrate its critical information assets to a secure, modern platform. The challenge was to ensure business continuity, maintain data integrity, and minimise disruption during the transition. The migration also presented an opportunity to streamline content, improve usability, and leverage the latest Microsoft 365 features.

Why Informotion Was Chosen

The Water Utility selected Informotion for its proven expertise in complex SharePoint migrations and its collaborative approach to project delivery. Informotion’s track record in the utilities sector, combined with its ability to provide tailored migration strategies and hands-on support, made it the partner of choice for this critical initiative.

Informotion’s Role

Informotion led the migration project from initial assessment through to post-migration validation.

Key activities included:

Pre-migration analysis: Comprehensive assessment of the existing SharePoint 2013 environment, identification of potential migration risks, and detailed planning using Sharegate custom reports.

Migration execution: Batch migration of lists and libraries, configuration of the SharePoint Online environment, and implementation of automation and
forms using Microsoft Power Automate.

Post-migration validation: Rigorous verification of migrated content, troubleshooting, and user feedback collection to ensure a seamless transition.

Collaboration: Close engagement with the Water Utility’s project stakeholders, enabling knowledge transfer and empowering the internal team to manage future migrations.

 

Successful Outcomes

The migration was completed ahead of the critical deadline, with all content securely transferred to SharePoint Online. Key outcomes included the following:

Enhanced security and compliance

Immediate mitigation of security vulnerabilities and alignment with Microsoft’s latest security standards.

Improved user experience

Immediate mitigation of security vulnerabilities and alignment with Microsoft’s latest security standards.

Operational continuity

Minimal disruption to business operations, with users able to access and collaborate on content throughout the migration.

Empowered teams

The Water Utility’s staff were equipped with the skills and tools to manage and optimise their new digital environment.

“To modernise your organisation’s digital workplace and achieve similar results, contact us to schedule a call.”

Informotion Empowers Leading European Bank to Achieve GDPR Compliance

A major European bank, serving millions of customers and operating over 2,200 production systems, faced the daunting challenge of ensuring data privacy and compliance with the General Data Protection Regulation (GDPR). With both structured and unstructured customer data spread across numerous platforms, the bank needed a robust, strategic approach to information governance.

27.03.26

The Problem

The bank had no centralised way to control or enforce data policy across its primary and secondary systems. This lack of oversight made it impossible to manage the full customer record lifecycle without imposing operational disruption or risking system outages. Despite significant investment, the bank struggled to delete data in a legally defensible manner across all systems, leaving it exposed to compliance risks and inefficiencies.

The Solution

Informotion was appointed as the strategic advisor for the bank’s global GDPR Records and Information Retention Management programme, chosen for its reputation and domain expertise. Acting as the senior supplier, Informotion led the design, development, and implementation of a comprehensive solution, collaborating with incumbent service providers and engaging stakeholders from Policy, Legal, and Business units.

Key elements of the solution included:

  • Mapping data assets, systems, and business processes to understand information flow and dependencies.
  • Orchestrating and automating the deletion of records in both primary and secondary systems, according to authorised disposal schedules.
  • Employing a blend of waterfall methodology for the overall programme and agile approaches for platform and “end of business relationship” workstreams.
  • Ensuring all actions were centrally managed, with full audit logging and reporting for system data destruction.

The Benefits

Centralised Compliance

Unified control over data retention and disposal across 2,200 systems.

Risk Reduction

Legally defensible deletion of data, minimising compliance and reputational risks.

Operational Efficiency

Automated processes reduced manual workload and the risk of system outages.

Auditability

Comprehensive audit logs and reporting for all data destruction activities.

Enterprise Scalability

Approach coordinated multiple teams across the enterprise and treated 70+ million records and 8+ billion of rows of data.

GDPR Compliance

Achieved GDPR compliance certification for 2200+ systems.

“The bank is undertaking a large & complex programme of works to deliver GDPR compliance across the organisation. Based on the expertise & reputation of our staff, the bank entrusted Informotion to lead development of a strategic solution.”

The Outcomes

The bank has successfully demonstrated a “One Bank One Team” approach to the project, coordinating multiple teams across business, technology and records management.

Initial project outcomes included the treatment of 70+ million records and 8+ billion rows of data and GDPR compliant certification across 2,200+ systems.

With Informotion’s help the bank has established a sustainable, auditable process for ongoing data retention and disposal to meet the continuing compliance requirements of the GDPR.

Addressing Privacy & Sensitive Data Risk at Scale for State Government Department

This large State Government organisation committed to robust information governance, partnered with Informotion and EncompaaS to address the growing challenge of identifying and managing personal and sensitive data across its digital estate. The proof of concept aimed to establish clear criteria for PII detection and leverage advanced dashboards to visualise data attributes, resulting in enhanced compliance and risk management. Early successes included rapid identification of high-risk data and actionable insights for remediation.

28.01.26

The Customer’s Story

The Department operates within the state government sector, managing large volumes of sensitive information. With increasing regulatory requirements and public expectations around privacy, the Department has prioritised data protection and compliance. Recent milestones include the adoption of modern data governance frameworks and investment in AI-driven solutions to automate risk detection and reporting.

The Challenge of PII Discovery

Before engaging Informotion, the Department faced significant challenges in locating and classifying PII within its vast repositories. Manual processes were time-consuming and prone to error, leaving gaps in compliance and increasing the risk of data breaches. The organisation sought a scalable, automated solution to discover PII, apply consistent criteria, and present findings in an accessible format for stakeholders.

Why Informotion Was Chosen

The Department selected Informotion for its expertise in information governance and proven track record with government clients. The decision was influenced by Informotion’s partnership with EncompaaS, whose platform offered advanced discovery capabilities and intuitive dashboards. After evaluating several vendors, the Department recognised Informotion’s ability to tailor solutions to complex regulatory environments and deliver measurable outcomes.

Informotion’s Role

Leading phase one of the project, Informotion collaborated with the Department to define PII criteria and configure EncompaaS for targeted discovery. The team prioritised transparency, accuracy, and user experience, ensuring dashboards provided clear visibility into data locations, types, and risk levels. Informotion facilitated workshops, supported technical integration, and provided ongoing guidance throughout the project.

Successful Outcomes

Phase one of the project conducted over an 8-day period scanned ~350,000 documents, uncovering 13,700 electronic documents assessed as high sensitivity. The items included banking, passport, credit card, tax file number and drivers licence details.

Automated discovery

Of personal, sensitive and PII data cross the Department’s repositories

Custom criteria

Established approximately 20 different criteria for PII identification, improving consistency and compliance

Dashboards

Enabled real-time visualisation of data attributes, supporting informed decision making

Reduced manual effort

And accelerated remediation of high-risk data

Enhanced Reporting

For regulatory audits and internal governnce

Sensitivity Risk Identified

By business unit to enable targeted remediation.

“To learn how Informotion can help your organisation discover and manage personal and sensitive data contact us to schedule a call”

Speak with our team about tailored data solutions.

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