Transforming Regulatory Compliance with AI‑Driven Information Governance
Facing growing regulatory pressure, aging physical records, and limited visibility into critical information assets, a major global airports corporation (The Corporation) 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, The Corporation 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.
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Customer Background
The Corporation 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, The Corporation 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, The Corporation 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. The Corporation 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.
Successful Outcomes and Value Delivered
The Corporation 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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