The NSW Department of Planning and Environment (DPE) has implemented the EncompaaS cloud platform to assist Machinery of Government changes and compliance with the State of Records Act.
The NSW DPE's use of the EncompaaS platform comes after a successful pilot, which dramatically reduced the time taken for the department's legal team to find relevant documents supporting processes, including Government Information Public Access requests.
DPE will subsequently use the enterprise compliance SaaS provider's platform to transform its content management in the coming years.
It will do this by consolidating multiple records repositories, automating compliance and managing the majority of records within systems that its staff use daily, such as Microsoft 365.
The following phase will involve EncompaaS automating classifying documents and checking them into Content Manager to save DPE staff from doing it manually.
In addition, the EncompaaS platform will automatically apply record-keeping policies to file shares and M365 content, fostering greater efficiencies and operational savings for DPE and without impacting staff.
EncompaaS is hosted on Microsoft Azure and integrates with Microsoft 365 and data repositories, including Micro Focus Content Manager and file shares.
Further, with visual data discovery, AI metadata enrichment and automated compliance driven by policies, EncompaaS reduces risks associated with ungoverned content in SharePoint, Teams, file shares and other systems.
The company says this allows businesses to locate relevant content in real-time to better inform decisions and strategy and more easily meet their broader obligations and objectives.
“When we talk to government or the private sector, the issues are the same; they are struggling to keep up with today's complex data and regulatory requirements, let alone deliver value to the business and its customers,” EncompaaS CEO Jesse Todd says.
“In contrast, DPE is taking control of its information with innovative technologies and turning its vision for transparency, compliance and efficiency into a reality.
The announcement of NSW's DPE implementing this platform comes after Bendigo and Adelaide Bank chose EncompaaS to automate its electronic document compliance going forward.
The company says the move will help strengthen governance, compliance, and security while improving productivity and agility within the Microsoft cloud-based environment.
With banks and other finance providers still working through periods of digital transformation and hybrid work, there has been a critical focus on security and safety within the financial sector, leading to an increased demand for strong automated document compliance solutions.
Leveraging AI and machine learning, technology solutions by EncompaaS are designed to assist current governance policies with documentation and provide anti-fraud measures.
The bank says that consolidating and centralising its electronic records in the new M365 environment will likely strengthen existing controls. These measures will ensure customer information is stored securely, used only for the specific purposes intended, and retained only for as long as required.