Ruapehu District Council Transforms Digital Content Management with M365 Migration

Collaboration across the organisation was difficult because information is not visible, making it hard for teams to share knowledge and work together efficiently.

There was increased information risk because limited information governance creates security concerns and uncertainty about how information is stored, accessed, and protected.

Document control currently relied on manual effort, as there are no automated processes or workflows to manage versioning, approvals, and recordkeeping.

Information related to property records was spread across systems that are not integrated, leading to duplication, gaps, and extra effort to locate the right information.

Hardware and licensing were expensive, and limited budget made it difficult to sustain the current environment or invest in improvements.

• Development of MS Teams and SharePoint collaborative workspaces, supporting better content management and sharing of information
• Integration of Ozone with SharePoint Online, ensuring a single source of truth for critical records
• Deployment of enterprise search functions specifically for property records, enabling property-specific records to be easily discovered within the content framework
• Enterprise Content Management (ECM) document search, helping staff to discover content easily
• Creation of a new modern intranet, with intuitive UX/UI supporting ongoing engagement and adoption
• Implementation of a workflow solution for policies and procedures, ensuring relevant stakeholders could successfully manage these key documents.

RDC’s digital transformation project met its business objectives by establishing a modern compliance-grade content management foundation on the Microsoft 365 platform, migrating legacy content, and integrating Ozone with SharePoint Online.

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• Improved communication and teamwork through MS Teams
• Enhanced project efficiency with new SharePoint Project Workspaces
• Deployment of IL’s Smart Integration Engine for common tasks between Ozone (Local Government Line of Business System) and SharePoint Online
• Deployment of property search and ECM document search functions
• Successful design and adoption of a new intranet
• Reduced ongoing hardware and licensing costs.

The project was delivered on time and within budget, while being flexible enough to accommodate new or refined requirements. It was completed over an 11-month period from the design stage in November 2022 to go live in September 2023. The project used a combination of project management and software development

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