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.