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Transforming information governance across multiple repositories

How a global specialty (re)insurer turned a fragmented information estate into a trusted, governed and AI-ready data environment, deleting more than 200TB of redundant data and cutting cloud storage costs by more than AU$500,000 a year.

200TB+

Redundant, outdated and trivial data deleted

AU$500k+

Removed from annual cloud storage costs

One view

Of information across every connected repository

AI-ready

Governed, classified foundation for safe AI adoption

The client

 

A global specialty and property & casualty (re)insurer operating in the Lloyd’s market, with a diversified portfolio spanning property, casualty, marine and specialty lines. The business competes on disciplined underwriting and data-driven decision-making, which makes the quality and governance of its information a direct commercial concern, not a back-office one.

Few industries feel the weight of information more than insurance. Insurers hold vast volumes of structured and unstructured data to assess risk, price policies, detect fraud and manage claims, and they hold it under some of the most demanding regulatory regimes in the world. Every terabyte kept without a reason is cost, risk and noise.

“The platform and the managed service give us a single pane of glass view of our data environment, so we can apply retention and disposition policies across multiple repositories. The initial legacy data clean-up has produced spectacular results.”

GLOBAL HEAD OF TECHNOLOGY INFRASTRUCTURE

The challenge

The insurer was already ahead of most of its peers. It had run a data discovery and reporting capability across its unstructured data for several years, so it knew what mature information governance felt like. Then the incumbent tool reached end of life.

That created a decision point. The business had committed to a cloud-only strategy, and data volumes were growing across multiple repositories, including file shares and Microsoft SharePoint. Rather than replace like for like, the insurer set a higher bar for its next platform. It had to:

    • Connect to multiple repositories through a single platform, cloud to cloud
    • Provide information governance, retention and disposition at enterprise scale
    • Support eDiscovery for the legal team and outside counsel
    • Prepare the information estate for AI, so future AI tools draw on governed, classified data rather than uncontrolled sprawl

 

The solution

 

The insurer reviewed a shortlist of platforms and selected EncompaaS, the AI-powered intelligent information management platform. The selection was won on evidence, not claims. Against a sample set of live data, EncompaaS discovered content across file shares and SharePoint, indexed it, automatically classified it, identified personal information, applied retention and removed duplicates.

The implementation paired the platform with a managed information governance service, giving the insurer ongoing governance expertise, monitoring and optimisation rather than a tool and a handover document. That operating model accelerated adoption kept the disposition programme moving after go-live, and turned governance from a project into a sustained discipline.

The technology

01
EncompaaS intelligent information management platform
02
Automated information discovery, indexing and classification
03
Personal and sensitive information identification
04
Retention and disposition management at scale
05
Multi-repository connectivity: file shares, Microsoft SharePoint and beyond
06
eDiscovery and enterprise search
07
Managed information governance service
08
AI-ready data foundation

Outcomes & Results

▶ More than 200TB of redundant, outdated and trivial data deleted through a defensible disposition programme

▶ More than AU$500,000 removed from annual cloud storage costs

▶ Retention and disposition policies applied consistently from one platform across every connected repository

 

▶ Information fully searchable and actively used for eDiscovery by the in-house legal team and outside counsel

▶ Personal information identified and governed, with disposition evidenced for regulators

Before

Multiple repositories, an end-of-life discovery tool, and vast quantities of legacy data accumulating cost and risk with no defensible way to remove it.

After

One governed view of the entire information estate, an active disposition programme, and a measurably smaller, cleaner and cheaper environment.

What comes next

The clean-up was the fast win. The next phase applies AI-driven classification and enrichment across the governed estate, so secure, classified data can be used with confidence by AI tools. Governance first, then AI: the order is the point.

About Informotion

Informotion is a Microsoft Cloud and AI Solutions Partner, specialising in information governance, records management, and compliance transformation.

We help organisations in regulated industries modernise operations through Microsoft Power Platform, Copilot, and Azure—combining deep governance expertise with intelligent automation.

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Modernising Critical Records Management for a Local Government Agency

The Challenge

A court-facing business unit within an Australian local government authority held more than 125,000 active records in an ageing OpenText Records Manager (TRIM) environment. The unit needed every record moved to SharePoint Online with data integrity and metadata accuracy intact, and with uninterrupted access throughout, because the records supported matters running to fixed court-driven deadlines. There was no room for slippage. Strict security controls and the limitations of the legacy platform narrowed the delivery window further.

Solution

Informotion delivered the migration end to end: discovery workshops, migration planning, information architecture design, metadata mapping, and the migration itself. The team ran an Alpha and Delta approach, migrating the bulk of content early while the business kept working in the legacy system, then capturing and synchronising only the changes at cutover. This cut migration risk, gave stakeholders visibility of real migrated content weeks before go-live, and reduced the final cutover to a single weekend.  Governance and migration issues were resolved with stakeholders as they arose rather than left to accumulate.

Technologies

OpenText Records Manager (TRIM)

Microsoft SharePoint Online and Microsoft 365

Informotion Content Manager to SharePoint Migration Framework

Outcomes & Results

Informotion completed the migration on time and within the approved budget, with every project deadline met and business continuity maintained throughout. The agency’s critical records are now validated and governed in Microsoft 365. This provides the agency with a trusted, secure and future-proof data foundation for future initiatives. When adopting technologies such as Microsoft Power BI, the organisation can do so with confidence, knowing those services will draw upon information that has already been validated, governed and prepared for enterprise use.

01

Migrated more than 125,000 active records and their metadata to SharePoint Online

02

Reconciled and validated 100% of migrated records, with formal business acceptance

03

At each stage, record counts for pre- and post-validation by the business acceptance. Established a repeatable migration framework the agency can apply to its remaining record sets

04

The customer’s SharePoint taxonomy was maintained for the transition of records

About Informotion

Informotion is a Microsoft Cloud and AI Solutions Partner, specialising in information governance, records management, and compliance transformation.

We help organisations in regulated industries modernise operations through Microsoft Power Platform, Copilot, and Azure—combining deep governance expertise with intelligent automation.

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Intelligent Request Management: Agentic AI Powering Compliance at Scale

An Australian university operates within a highly regulated environment, managing complex legal, privacy, and records management obligations across a large and diverse organisational footprint. The University’s legal and compliance function is responsible for handling a high volume of external information and records requests from law enforcement agencies, courts, legal representatives, and government bodies. These requests are governed by strict legislative timeframes, confidentiality requirements, and evidentiary standards.

The Challenge

The University managed external requests through a fragmented and largely manual process, resulting in increasing operational and compliance risk as request volumes grew.

Key challenges included:

Fragmented intake channels
Requests were received via email, phone, and internal systems with no consistent process for classification or routing.

Manual document discovery
Identifying relevant records across the University’s Content Manager estate required time-intensive manual searches.

Limited auditability
Tracking request status, approvals, and disclosure history required manual effort and lacked a consistent audit trail.

Compliance risk exposure
Without request validation and approval checkpoints, there was a material risk of inadvertent disclosure or missed obligations.

Rising volume and complexity
Increasing numbers of requests, each subject to different legislative and procedural requirements, placed strain on the team and reduced scalability.

The University required a solution that would introduce intelligent automation and governance controls, while leveraging existing platforms and avoiding large-scale system changes.

The Approach

Informotion undertook a focused discovery phase to understand the full end-to-end lifecycle of external requests, including:

    • Request types and associated legislative obligations
    • Approval hierarchies and decision points
    • Document handling and response protocols

A greenfield deployment approach was selected, enabling the solution to manage all new requests from go-live without requiring migration of historical data. This removed implementation complexity and accelerated delivery.

The project prioritised out-of-the-box Microsoft Power Platform capabilities, ensuring a cost-effective, scalable solution aligned to The University’s existing technology stack.

The Solution

A purpose-built intelligent request management platform was designed and implemented, integrating Microsoft Power Platform and Copilot AI with The University’s existing records management system.

Intelligent Intake and Triage

A unified Power App replaced fragmented intake channels, providing a consistent entry point for all requests. AI-driven classification identifies the request type, automated routing directs requests to the appropriate team, and scope validation prompts are generated dynamically.

Agentic Document Discovery

Copilot-powered agents were deployed to search The University’s records management system in real time: relevant documents are surfaced based on request context, manual search effort is significantly reduced, and discovery processes shift from hours to minutes.

Governed Approval and Workflow

Power Automate orchestrates a structured, end-to-end workflow: embedded scope validation and approval checkpoints, professional privilege and risk assessments, and full traceability of decisions and actions.

Secure Release and Audit

A controlled release mechanism ensures compliance prior to disclosure: documents are only released once all approvals are complete, a complete audit trail is automatically captured, and end-to-end visibility is maintained from intake to release.

The Outcomes

The University achieved a step-change in efficiency, control, and compliance assurance:

Automated intake and triage
Requests are consistently classified and routed without manual intervention

AI-powered document discovery
Relevant records are identified rapidly, reducing manual effort

End-to-end auditability
Every request and decision is recorded and accessible for compliance reporting

Governed compliance processes
Scope validation and approval checkpoints are enforced systematically

Rapid delivery
A production-ready solution was deployed in just seven weeks

Scalable foundation
The platform can be extended to support additional request types and evolving regulatory requirements

About Informotion

Informotion is a Microsoft Cloud and AI Solutions Partner, specialising in information governance, records management, and compliance transformation.

We help organisations in regulated industries modernise operations through Microsoft Power Platform, Copilot, and Azure—combining deep governance expertise with intelligent automation.

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95% Faster KYC: From 20 Minutes to Under 60 Seconds

1.06.26

Automating AML Compliance and KYC Screening for a Leading Australian FinTech Company

Modern Office Workspace

The Challenge

Rapid growth had pushed the organisation’s 8 year old Microsoft Dynamics 365 platform to its limits.

Over nearly a decade, individual business units optimised the system for their own needs but without a unified approach, the result was a fragmented ecosystem of processes, data, and reporting.

What once enabled agility had become a barrier to scale. Enterprise-wide visibility was limited, data consistency was compromised, and the ability to respond quickly to regulatory and market demands was increasingly at risk.

The Approach

Informotion began with a structured discovery process: three facilitated workshops to map current-state processes, identify integration requirements, and define the minimum viable platform for go-live. This produced a prioritised backlog that underpinned a firm delivery quote with clear success criteria.

The decision to build on Microsoft Power Platform rather than custom code was deliberate. It enabled rapid delivery to capture the Tranche 2 opportunity, using low-code tools to accelerate time to production. It also allows the client team to manage and extend the platform independently, reducing ongoing dependency on external developers and keeping operational costs predictable as the business scale

Digital Security and Compliance

The Solution

Informotion designed and delivered a unified Microsoft platform in three sequential phases, each producing a working, testable outcome:

Phase 1: Foundation

Migrated from Google Workspace to Microsoft 365 E3. Configured Teams and SharePoint for collaboration and document management, and applied the Microsoft security baseline, including Azure AD identity governance, multi-factor authentication, and compliance center setup.

Phase 2: CRM, Portal and Integration

Built the operational core. Developed a custom CRM in Power Apps and Dataverse to replace GoEngage. Launched a branded client portal on Power Pages for secure self-service, document upload, and case tracking. Deployed Customer Insights: Journeys to replace Apollo.io for targeted campaigns. Integrated the LexisNexis API via Power Automate to fully automate KYC identity verification and sanctions screening.

Phase 3: Go-Live and Handover

Completed user acceptance testing, production deployment, and initial client onboarding via the portal. Provided hypercare support at go-live and transitioned to an ongoing managed support model for continuous optimisation and feature development.

The Outcomes

  • KYC screening time reduced from 15-20 minutes per check to under one minute through full automation via Power Automate and the LexisNexis API
  • Four separate tools consolidated into a single Microsoft-hosted platform, eliminating data silos and reducing vendor complexity
  • Branded client portal live, enabling self-service onboarding and case management at scale without manual staff intervention
  • Complete compliance audit trail for every KYC check, case action, and client interaction recorded in Dataverse, supporting regulatory obligations
  • Platform operational ahead of the July 2026 Tranche 2 deadline, providing a 2-3 month runway to onboard clients before the compliance window opened

Leading Global Logistics Provider: Building an AI-Ready Sales Platform

How a decade-old CRM became the foundation for AI-assisted selling across 56 countries.

1.06.26

Customer Background

A global leader in logistics, relocation, and mobility services operates across more than 50 countries. After nearly a decade of running Microsoft Dynamics 365 CRM across five distinct business units, the organisation faced a challenge familiar to many large enterprises: a platform that had become fragmented, limiting cross-sell visibility, making executive reporting inconsistent, and constraining the adoption of AI capabilities already embedded within its Microsoft stack.

Working with a transformation partner, the organisation undertook a comprehensive four-phase transformation of its Dynamics 365 environment. The result is a unified sales platform serving more than 200 users across APAC, Europe, and North America, with Microsoft Copilot for Sales driving seller productivity, modern marketing automation replacing legacy tools, and real-time executive dashboards delivering global pipeline visibility for the first time.

The Challenge

The organisation’s challenge was not the result of a failed technology investment – it was the natural outcome of years of business growth and operational expansion. Over nearly a decade, multiple business units had customised Microsoft Dynamics 365 to align with their own processes, terminology, and reporting requirements. While effective within individual teams, the platform had become increasingly fragmented at the enterprise level.

Specifically, the organisation faced five interconnected challenges:

Fragmented sales processes
Each of the five business units operated with their own workflows, pipeline stages, and definitions of key sales objects. There was no shared language for leads, opportunities, or accounts.

Limited cross-sell visibility.
Multiple business units frequently served the same corporate clients, but fragmented data models prevented teams from identifying related opportunities across divisions or gaining a unified view of customer engagement.

Ageing marketing automation.
Existing tools no longer met modern campaign
requirements and were disconnected from the sales platform, creating data gaps
between marketing activity and sales pipeline.

Inconsistent pipeline reporting
Leadership had no unified view of sales performance across regions and divisions. Reporting required manual consolidation and was rarely current.

AI locked out.
Microsoft Copilot for Sales and other AI-driven capabilities relied on clean, structured, and standardised data to operate effectively. Without this foundation, existing AI investments within the Microsoft ecosystem remained largely inaccessible.

The business required a transformation partner capable of managing the complexity of a multi-region, multi-business-unit CRM modernisation initiative while bringing deep expertise in Microsoft business applications and a practical approach to AI enablement.

Discovery: Understanding Before Building

Before any configuration work began, Informotion facilitated four weeks of intensive discovery workshops with stakeholders across Hong Kong, London, and APAC. The goal was to understand the nuances of each business unit’s operations while identifying where genuine standardisation was possible and where local variation was legitimately required.

The outcome was a single blueprint – a unified sales methodology that would apply across all five units, with clearly defined exceptions where business differences justified them. This approach was critical to securing buy-in from regional teams who had built their own processes over years. Following the successful delivery of Phase 1, Informotion worked with The Department to establish a sustainable, enterprise‑wide approach that aligned to Whole‑of‑Government policy, legislative requirements, and their long‑term information management strategy.

Phase 1: B2B Sales & Marketing Foundation
Established the unified platform. Informotion standardised lead, account, and opportunity management across all business units, implementing consistent pipeline stages and cross-sell visibility so that activity with a shared corporate client in one division is visible to account teams in others.

Microsoft Copilot for Sales was enabled and configured as part of Phase 1 delivery, rather than as a later addition. Agentic AI use cases – including sales research agents and qualification assistance – were scoped and prioritised from the outset.

Phase 2: Agentic AI for Seller Productivity
With a clean data foundation in place, the transformation partner deployed Microsoft Copilot for Sales to enhance the day-to-day productivity of sales teams. Sales representatives now benefit from AI-generated meeting summaries, automated follow-up suggestions, and intelligent recommendations based on customer interaction history. Administrative workload was reduced, enabling sellers to focus more on relationship-building and pipeline development.

Phase 3: Modern Marketing Automation
Legacy marketing tools were replaced with Dynamics 365 Customer Insights – Journeys, fully integrated with the sales platform. This enabled more sophisticated, data-driven customer journeys with real-time personalisation, closing the loop between marketing activity and sales outcomes that previously required manual consolidation and coordination.

Phase 4: Executive Reporting
The programme concluded with the delivery of unified Power BI dashboards providing leadership with real-time visibility into pipeline health, conversion rates, and sales performance across all regions and business units. For the first time, the executive team had a single, current view of global sales performance, enabling faster and more informed decision-making.

Successful Outcomes and Value Delivered

The transformation delivered measurable improvements across five priority areas identified at the outset of the engagement:

Unified sales platform. More than 200 users across five business units and three regions now operate on a single, standardised Microsoft Dynamics 365 environment.

Cross-sell visibility. Account teams can now identify related opportunities across divisions serving the same corporate clients – a capability that was previously not possible due to fragmented data models.

AI-assisted selling. Copilot for Sales delivers AI-generated meeting summaries,
follow-up recommendations, and interaction intelligence directly within the sales workflow, reducing administrative load on sales teams.

Modern marketing automation. Integrated customer journey orchestration through Dynamics 365 Customer Insights Journeys replaced disconnected legacy tools.

Real-time executive reporting. Unified Power BI dashboards give leadership a live,
global view of pipeline performance across all regions and business units for the first
time.

Most importantly, The Department established a modern information governance capability that supports transparency, accountability, and the delivery of critical government services all while positioning The Department as a leader in enterprise‑scale information management.

Why This Matters

This initiative demonstrates how large global enterprises can modernise sales and CRM operations without disrupting existing business complexity. By combining Microsoft’s AI-enabled business applications with a structured transformation approach, the business established a unified, future-ready sales platform that improves visibility, enables AI-assisted selling, and supports scalable growth across regions and business units.

Ready to Unlock Your AI Potential?

If your organisation is running an established Microsoft Dynamics 365 environment and
wondering whether your AI investment is working as hard as it should be, we should talk. Informotion works with organisations across regulated industries, logistics, and professional services to clean up the platform complexity that blocks AI adoption – and to build the agentic capabilities that turn a CRM into a competitive advantage.

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Power Platform –
Modernisation for Workforce
Rostering

A regional water utility services company partnered with Informotion to modernise a legacy rostering system reliant on SharePoint 2013, Nintex workflows, and on-premises infrastructure. Facing an impending platform transition and a fixed cutover deadline, the organisation required a rapid, cost-effective solution to maintain operational continuity while improving usability and flexibility. By leveraging the Microsoft Power Platform, Informotion delivered a modern, cloud-based rostering solution within a compressed timeframe, enabling a seamless transition away from legacy systems while improving workforce visibility and operational efficiency.

27.05.26

The Customer’s Story

This water utility services provider delivers essential water, wastewater, and stormwater services across a geographically dispersed region. As a critical infrastructure organisation, it relies heavily on effective workforce planning and coordination to ensure uninterrupted service delivery and compliance with operational and regulatory requirements.

Field-based teams play a key role in maintaining infrastructure, responding to incidents, and delivering scheduled works, making accurate and reliable rostering a critical business function. As part of a broader digital transformation program, the organisation committed to transitioning away from legacy, on-premises systems toward modern, cloud-based platforms designed to improve scalability, security, and user experience.

The Challenge of Legacy Rostering and Platform Transition

The existing rostering solution was built on SharePoint 2013 and supported by on-premises infrastructure. While functional, the system posed increasing challenges as the organisation moved toward modern platforms.

Legacy platform risk
SharePoint 2013 was reaching end-of-life, introducing risks associated with supportability, security, and future compatibility.

Rigid architecture
The system was tightly coupled to legacy infrastructure, making changes and enhancements difficult and resource intensive.

Manual and inefficient processes
Rostering updates required manual input and workarounds, increasing administrative overhead and the potential for errors.

Limited user experience
The interface did not meet modern usability expectations, impacting productivity for operational teams.

Time-constrained migration
A defined cutover timeline meant the solution needed to be delivered quickly without disrupting mission-critical operations.

The organisation saw this as an opportunity to:

  • Replace legacy systems with a modern, cloud-based solution

  • Improve workforce visibility and scheduling accuracy

  • Streamline rostering processes through automation

  • Establish a flexible platform for future enhancements

  • Deliver a cost-effective solution within a constrained timeframe

Why Informotion Was Chosen

The organisation selected Informotion based on its strong track record in delivering practical, Microsoft-aligned solutions that balance speed, cost, and business value.

Deep Microsoft ecosystem expertise

Informotion’s experience across SharePoint and modern Microsoft technologies ensured a smooth transition from legacy platforms.

Proven delivery under tight timelines

Informotion demonstrated the ability to deliver high-impact outcomes quickly without over- engineering solutions.

Strength in Power Platform

Expertise in Power Apps, Power Automate, and Dataverse enabled a modern application to be developed and deployed rapidly.

Collaborative and pragmatic approach

Informotion worked closely with business stakeholders to prioritise critical functionality and align delivery with operational needs.

Informotion’s Role

Informotion partnered closely with the organisation to design and implement a modern rostering solution using Microsoft Power Platform.

Rapid requirements definition

Core rostering requirements were identified early to ensure essential functionality was delivered for cutover.

Modern solution architecture

The solution was built using: Power Apps for the user interface, Power Automate for workflow and process automation, and Dataverse for structured data storage.

Process simplification

Legacy manual processes were streamlined, reducing administrative burden and improving data accuracy.

User-focused design

The application was designed with intuitive interfaces to support fast adoption and ease of use.

Phased delivery model

Initial release focused on critical functionality, with a scalable platform established for future enhancements.

Success Outcomes

The implementation delivered key outcomes and measurable improvements across technology, operations, and user experience.

De-risked Legacy Platform Transition
Successfully transitioned away from unsupported legacy infrastructure
Improved security and long-term system sustainability

Accelerated, Cost-Effective Delivery
Delivered within a tight timeframe
Leveraged low-code Power Platform to reduce development complexity and cost

Improved Operational Efficiency
Reduced manual rostering effort
Increased accuracy and consistency of scheduling

Enhanced User Experience
Delivered a modern, intuitive interface
Improved adoption across operational teams

Future-Ready Capability
Established a flexible platform for continued innovation
Enabled rapid extension of features using Power Platform capabilities

Modernising legacy systems doesn’t have to be complex or costly. Informotion helps organisations transition to modern, cloud-based platforms quickly – delivering practical solutions that improve operational outcomes and user experience.

Speak to our team to learn how you can:

  • Replace legacy platforms with modern solutions
  • Deliver rapid transformation using Power Platform
  • Improve operational efficiency across your workforce

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AI-enabled Information Governance and Discovery Supports Critical Government Functions

Government agencies operate in environments where information integrity, accessibility, and governance are fundamental to public trust, regulatory compliance, and the delivery of critical services. With rapidly growing volumes of digital and legacy content, agencies must balance transparency and discoverability with privacy, security, and legislative obligations. Informotion partnered with the Department to implement an AI‑enabled information governance and discovery capability using EncompaaS and Microsoft Azure technologies. The solution was designed to operate at enterprise scale, discover and govern information in place, strengthen compliance with the Archives Act 1983 and Whole‑of‑Government frameworks, and establish a trusted foundation for future AI‑driven government services.

5.05.26

Customer Background

The State Government Department (the Department) recognised that traditional, siloed approaches to records and information management were no longer sufficient. Increasing regulatory scrutiny, rising Right to Information (RTI) and inquiry demands, and limited enterprise‑wide visibility prompted the Department to seek a modern, intelligence‑led approach to information governance.

The Department plays a central role within State Government, supporting executive decision‑making, whole‑of‑government coordination, and sensitive policy and administrative functions. As a lead agency, it manages high‑risk, high‑value information across multiple platforms, repositories, and formats.

The Challenge

Over time, several challenges became increasingly pronounced.

Increasing compliance and inquiry pressure
The Department was subject to strict legislative and policy obligations, including the Archives Act 1983, RTI legislation, the Protective Security Policy Framework (PSPF), and the State Government Information Management Framework. Responding to audits, inquiries, and commissions required rapid, defensible discovery of information across many systems—often under significant time pressure.

Fragmented information landscape
Information was fragmented across Content Manager, Microsoft 365 services (SharePoint, Teams, Exchange, OneDrive), file shares, and legacy repositories. This limited visibility, increased compliance and privacy risk, and made it difficult to quantify the Department’s information assets and liabilities.

Manual and resource-intensive processes
Records classification, retention, legal holds, and disposal relied heavily on manual intervention by information management specialists. These resource‑intensive processes increased operational overhead and introduced risk in high‑stakes scenarios such as RTI responses, litigation, and commissions of inquiry.

Limited insight into information risk
The Department also lacked consolidated insight into redundant, obsolete, and trivial (ROT) information, duplication, ownership, and lifecycle status—restricting its ability to reduce risk, optimise storage, and plan strategically.

Addressing these challenges required more than a technology solution. It demanded a coordinated uplift in governance capability, transparency, and organisational confidence in information.

Project Scope

The initial phase of the project was designed to meet the requirements of a Commission of Inquiry into a sensitive matter. The Commission mandated comprehensive discovery, classification, and ethical management of large volumes of structured and unstructured content across multiple systems.

Informotion deployed the EncompaaS platform to connect disparate repositories and uncover historical and contemporary information relevant to the inquiry. Using optical character recognition, machine learning, and Azure Cognitive Services, including GPT‑based capability, EncompaaS enabled The Department to rapidly identify and contextualise information regardless of format or location.

Following the successful delivery of Phase 1, Informotion worked with The Department to establish a sustainable, enterprise‑wide approach that aligned to Whole‑of‑Government policy, legislative requirements, and their long‑term information management strategy.

A key principle was a manage-in-place governance model—governing information where it is created and used rather than forcing business users into a single system. EncompaaS discovered and governed information across existing repositories while preserving source‑system security, business context, and user workflows.

The platform enabled secure enterprise discovery and eDiscovery capabilities, supporting RTI requests, audits, and future inquiries through AI‑driven indexing and permission‑based search. AI and Machine learning‑based automated classification aligned information to approved retention schedules and disposal authorities, significantly reducing reliance on manual recordkeeping.

Centralised policies and dashboards provided transparency across information volumes, growth trends, lifecycle status, duplication, and access patterns. Throughout the engagement, Informotion worked collaboratively with the Department’s Information Management, ICT, and governance teams to ensure capability uplift and long‑term sustainability.

Successful Outcomes and Value Delivered

The program delivered measurable outcomes across compliance, operational efficiency, and strategic readiness. Phase 1 yielded exceptional results in addressing the requirements of the Commission of Inquiry. The EncompaaS solution enabled the Department to discover, analyse, and deliver large volumes of information required by the Commission well within mandated timeframes. The depth of contextual insight allowed the scope of requests to be refined, significantly reducing irrelevant content and enabling the Commission to reach findings and recommendations more efficiently.

Beyond the inquiry, the Department achieved broader, lasting value.

Compliance and risk management were strengthened through improved alignment with legislative and policy obligations, faster and more defensible responses to RTI requests, and clear auditability across information lifecycles.

Enterprise‑wide visibility was established through secure discovery and AI‑enabled search across electronic and digitised content, providing a clearer understanding of information assets and associated risk.

Administrative overhead was reduced through automated classification and lifecycle management, enabling scalable governance without increasing resource burden.

Executive oversight and decision‑making were improved through consolidated reporting on ROT, duplication, ownership, and growth trends, increasing confidence in the integrity, availability, and defensibility of information.

Most importantly, The Department established a modern information governance capability that supports transparency, accountability, and the delivery of critical government services all while positioning The Department as a leader in enterprise‑scale information management.

Why This Matters

This initiative demonstrates how government agencies can modernise information governance without compromising security, usability, or legislative compliance. By combining EncompaaS’ AI‑driven discovery and governance capabilities with Informotion’s public‑sector expertise, the Department has established a sustainable, future‑focused capability that directly supports the delivery of critical government functions.

Ready to modernise your information governance and discovery capability?

Contact Informotion to schedule a call and explore how we can help your organisation unlock trusted information to support critical government services.

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Transforming Regulatory Compliance of LAWA with AI‑Driven Information Governance

Facing growing regulatory pressure, aging physical records, and limited visibility into critical information assets, Los Angeles World Airports (LAWA) undertook a strategic initiative to modernise its records management and information governance capability. With decades of paper‑based records stored off‑site and increasing compliance obligations under city and state legislation, LAWA needed a way to rapidly digitise, analyse, govern, and extract value from its information, without introducing additional risk. Informotion partnered with EncompaaS to deliver a Microsoft‑native, AI‑powered information governance solution. The result was a step‑change in visibility, control, and compliance. Within weeks, previously inaccessible records were digitised, enriched, made fully searchable, and aligned to defensible retention and disposal processes – transforming records management from a compliance risk into a governed, AI‑ready information asset.

Airport

5.05.26

Customer Background

LAWA operates within a highly regulated legislative environment, subject to strict city and state records management obligations. Over time, significant volumes of physical records accumulated and were stored in a secure warehouse facility.

While these records remained legally and operationally critical, access relied on manual processes, retrieval was slow, and oversight was limited. As records aged, risks associated with information loss, duplication, and non‑compliance increased.

Recognising the urgency of the situation, LAWA initiated a program to remove physical records from the warehouse, digitise their contents, and analyse them against approved records retention schedules to ensure ongoing legal defensibility.

 

The Challenge

Prior to the project, LAWA faced a set of compounding challenges:

  • Limited visibility into the existence, location, and value of records
  • Manual retrieval processes causing delays and inefficiencies
  • Difficulty evidencing compliance with approved retention schedules
  • Increased risk of information loss and duplication
  • Slow response to audits, legal discovery, and business requests

Digitising records alone would not address these risks. LAWA required a scalable solution that could discover, classify, govern, and defensibly dispose of information with confidence.

Project Scope

Informotion was engaged to design and deliver Phase 1 of the EncompaaS project, focused on establishing visibility, governance, and compliance across digitised records and selected electronic repositories.

Key objectives included:

  • Data Discovery
    Connect to file shares and nominated SharePoint sites to discover scanned and born‑digital content, including incremental updates.
  • Enterprise Search
    Enable AI‑powered search across all discovered content, supporting natural language queries, advanced filtering, and condition‑based searches – while respecting source system security.
  • Enrichment and Compliant Disposal
    Use AI and metadata‑driven policies to enrich content with business context, map records to retention schedules, and demonstrate end‑to‑end compliant disposal workflows.
  • Identification and Reporting of Duplicate Content
    Identify duplicate records using content hashing and provide dashboards to support informed remediation and storage optimisation decisions.

The solution was deployed entirely within the customer’s Microsoft Azure environment, ensuring security, scalability, and alignment with existing platforms.

Informotion’s Role

Informotion implemented EncompaaS to provide a unified view of digitised and native-electronic records across repositories. Content was automatically discovered, indexed, and made searchable through a single interface while respecting source‑system security controls.

AI‑driven enrichment improved metadata quality and consistency, enabling records to be classified against business and regulatory frameworks with minimal manual effort. Retention policies were applied centrally, supporting structured disposal workflows with approval checkpoints and full auditability.

Duplicate content was identified using content‑based analysis, providing clear insights into clean‑up opportunities and storage inefficiencies. Together, these capabilities delivered immediate control, transparency, and confidence in records governance.

Airport

Successful Outcomes and Value Delivered

LAWA transitioned from reactive, manual records management to proactive, intelligence‑led information governance – reducing risk while unlocking value from its information assets.

The project delivered rapid and measurable outcomes:

  • Enterprise‑wide visibility of digitised and native-electronic records
  • Faster, secure access to previously inaccessible information
  • Improved compliance posture with defensible retention and disposal
  • Reduced manual effort and turnaround times
  • Identification of duplicate records and information risk
  • A secure, Microsoft‑native foundation for future AI and Copilot use

Why This Matters

Unmanaged records and poor governance increase compliance, operational, and reputational risk, particularly as organisations prepare for AI‑driven services and Copilot adoption. This project demonstrates how complex information challenges can be addressed quickly and safely with the right platform and delivery partner.

The longer unmanaged records remain inaccessible, the greater the operational, regulatory, and reputational risk.

Ready to take the next step?

Contact Informotion to schedule a meeting and explore how EncompaaS can strengthen your information governance capability.
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Informotion Leads Enteprise Compliance Solution for State Government-Owned Power Corporation

Following the successful completion of earlier phases of a larger project, the Power Corporation engaged Informotion to implement Phase 3 of the EncompaaS enterprise compliance solution. The project aimed to modernise information governance and support the Corporation’s “manage-in-place” strategy. Move away from traditional centralised records management systems towards a future-facing approach leveraging machine learning and AI.

21.04.26

The Customer’s Story

The State Government-owned corporation is responsible for building, maintaining, and operating the electricity network within a large portion of the State it operates in. Its vast infrastructure spans over 100,000 km of powerlines and serves more than one million customers across city and regional areas. The Corporation plays a critical role in delivering safe, reliable, and affordable electricity to homes and businesses, while supporting the transition to renewable energy sources.

Project Background and Scope

Following the successful completion of earlier phases of a larger project, the Power Corporation engaged Informotion to implement Phase 3 of the EncompaaS enterprise compliance solution. The project aimed to modernise information governance and support the Corporation’s “manage-in-place” strategy, to move away from traditional centralised records management systems towards a future-facing approach leveraging machine learning and AI.

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Key Objectives

  • Deploying EncompaaS to govern and manage information across Microsoft 365 and other repositories.
  • Automating compliance and records control policies in-place, ensuring regulatory obligations are met without disrupting collaboration.
  • Enhancing discovery and analytics capabilities to support Freedom of Information (FOI) requests and eDiscovery.
  • Preparing the Corporation’s data for future AI initiatives, including integration with Microsoft Copilot.

Implementation Project Scope

  • Technical provisioning and configuration of EncompaaS within a hosted Azure tenancy.
  • Deployment of connectors for SharePoint Online, Teams, and OneDrive.
  • Training of staff on policy creation and dashboard navigation.
  • Development of governance frameworks, risk management plans, and project schedules.
  • User Acceptance Testing (UAT) and iterative dashboard enhancements.

Informotion’s Role

As the Global Principal Partner for EncompaaS, Informotion provided end-to-end professional services, including:

  • Project Management & Governance: Establishing roles, responsibilities, and reporting structures.
  • Technical Expertise: Configuring connectors, synchronising Active Directory users, and ensuring secure access to the Corporation’s environments.
  • Business Consulting: Designing compliance policies, triaging requirements, and aligning solutions with the Corporation’s strategic objectives.
  • Training & Change Management: Delivering workshops and tutorials to empower staff with new tools and processes.

Success Outcomes

The project delivered measurable benefits for the Corporation across a range of metrics. Informotion continues to help the Corporation understand the full breadth of content held across their business to enable deletion of redundant, obsolete or trivial content reducing ongoing storage costs.

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Enhanced Compliance and Governance

Automated policy enforcement reduced manual effort and improved adherence to regulatory standards.

Improved Information Discovery

Advanced analytics and dashboards streamlined FOI and legal discovery processes, reducing turnaround times.

Future-Ready Data Foundation

The Corporation’s information landscape was transformed into a secure, AI-ready foundation, enabling integration with Microsoft Copilot and supporting upcoming data loss prevention initiatives.

Operational Efficiency

By managing information in-place, the Corporation avoided costly migrations and minimised disruption to business operations.

Smooth Transition to BAU

The Corporation successfully moved from project mode to business-as-usual (BAU) support, ensuring sustainability of the solution.

Significant Cost Savings

Informotion’s solution built on the EncompaaS platform will deliver significant cost savings on legacy software by reducing annual maintenance.

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Seamless SharePoint Migration For Hunter Water

Hunter Water 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, Hunter Water recognised the need to modernise their digital collaboration platform. By partnering with Informotion, Hunter Water 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, Hunter Water 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

Hunter Water 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 Hunter Water’s project stakeholders, enabling knowledge transfer and empowering the internal team to manage future migrations.

 

Successful Outcomes and Value Delivered

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

Hunter Water’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.

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