INDUSTRY
Government
ORG SIZE
50
SPOKE SOLUTIONS
Traction: Intranet, Traction: Resources Hub
SPOKE SERVICES
Solution Design, M365 Strategic Roadmaps, Coaching & Mentoring, Data & Content Migration
The Challenge
The Traffic Accident Investigation Commission (TAIC), a government agency responsible for investigating and reporting on traffic accidents across all modes of transport in Aotearoa, faced difficulties managing information within their organization. Their content management system (CMS), built on classic SharePoint sites, lacked user-friendliness and compatibility with modern features. A significant amount of historical content was poorly organized and duplicated, hindering information retrieval. Recent staff changes further complicated matters, leaving a knowledge gap in managing the CMS effectively. Operating with a limited budget, TAIC sought a solution to modernize their CMS and improve information management practices.
The Solution
A comprehensive solution was implemented to address TAIC's specific needs. Here's how we tackled the challenges:
Platform Upgrade: We replaced the outdated SharePoint sites with modern versions. This user-friendly interface offered better responsiveness, security, and the ability to integrate with Microsoft Teams, fostering collaboration and communication.
Content Revamp: Historical content underwent a thorough review. News and content clean-up, and relevant information was re-organized with simplified metadata and a consistent naming structure. This ensured content clarity and accessibility.
Knowledge Transfer and Support: Training was provided to the new information management (IM) lead, equipping them with the necessary skills to manage the CMS going forward. Ongoing support addressed any questions or issues that arose.
Future-Proofing: A roadmap was established for future information governance initiatives, including retention policies, compliance measures, and enhanced security protocols. Additionally, TAIC gained a dedicated point of contact for ongoing support and guidance on information management matters.
The Result
TAIC's information management system underwent a significant transformation. The benefits included:
Modern CMS: A user-friendly and easily managed CMS that integrates seamlessly with other tools and services.
Organized Information: A streamlined information architecture with reduced clutter and improved searchability.
Empowered Staff: A trained IM lead equipped to manage and improve the CMS.
Future Planning: A roadmap for future information governance initiatives ensures long-term effectiveness.
Ongoing Support: A dedicated point of contact provides continuous assistance and guidance.
Conclusion
This case study demonstrates how a well-designed approach, coupled with expert guidance, can transform an organization's information management system, leading to improved efficiency and accessibility.
