Tags: Case Studies
The British Red Cross has to be compliant in a number of areas including the management of personal records for staff, volunteers, beneficiaries and donors (DPA). Manual processes were historically adopted to be compliant. An electronic document and records management system was required for the automated management of documents and records from creation to destruction. The Charity acquired 1,500 AI.COMPLIANCE EXTENDER licences to provide extra functionality to provide a fully compliant and cost effective solution for information governance and records management through SharePoint.
The British Red Cross is volunteer-led humanitarian organisation that helps people in crisis, enabling vulnerable people at home and overseas to prepare for and respond to emergencies in their own communities. They have to be compliant in a number of areas including the management of personal records for staff, volunteers, beneficiaries and donors (DPA). An accurate, secure and confidential record of personalised care, treatment and support should be easily accessed for each person who uses the service. The records need to be retained for the correct length of time and securely destroyed based on relevant retention schedules. Records need to be authentic and reliable, if needed to be provided as evidence of certain actions been undertaken. Legislation also obligates the British Red Cross to manage and retain certain financial and legal information for a required period of time. There is an obligation to produce fundraising gift aid certificates to the HMRC. Potential financial penalties could be incurred if there is a failure to do so.
The British Red Cross have a number of network shared drives with no single process to manage digital content. To be compliant and follow information governance best practices, manual means such as printing off documents are used to manage records. This is time consuming and difficult to audit. An electronic document and records management system is essential for the automated management of documents and records from creation to destruction. Researching the market, the British Red Cross came up with three major issues with traditional content management systems including the financial cost of licenses, annual maintenance fees and the complexity to maintain such systems. The British Red Cross required a more cost effective records management and collaborative working tool to continue to meet compliance requirements for its organisation and improve knowledge management.
Solutions from Automated Intelligence enables the British Red Cross to migrate and consolidate all existing relevant data to a complete and compliant information governance and records management solution through SharePoint 2010. AI.COMPLIANCE EXTENDER extends and leverages the capability of SharePoint 2010 to meet regulatory control and support best practice records management and information governance. Using AI ANALYTICS, a free to use tool, Automated Intelligence analysed and profiled unstructured data from the British Red Cross to identify and quantify cost savings and efficiencies. The results of this supported the business case to move to SharePoint 2010. AI COMPLIANCE EXTENDER was installed in the British Red Cross SharePoint test environment to show the enhancements in areas of Records, MetaData and Site Management. This provided the opportunity to test and evaluate the features and to ascertain that it was a sustainable solution where users can work on their documents and digital content can be managed effectively. In the test environment, the solution was deployed quickly and easily as a set of feature extensions which do not overlap with SharePoint features. It offered an automated process of managing records for the correct period of time before deleting them out of the system when they are no longer required. The successful proof of concept has resulted in the agreement of the rollout of AI.COMPLIANCE EXTENDER to it’s IT users. Using AI.COMPLIANCE EXTENDER, the records management element is invisible to the end user and there are also added features designed to benefit the end user. The functionality can be switched on and off very easily, avoiding the need to irreparably customise the environment. Some of the additional functionality that the British Red Cross will continue to benefit from includes:
The move from network drives to SharePoint 2010 and AI.COMPLIANCE EXTENDER ultimately ensures the British Red Cross will have a fully compliant information governance and records management solution make it a fully compliant system that meets internationally recognised standards at a cost effective price. Improved Information Management and Records Management capability will prove beneficial to both the user and the business, especially in the medium to long-term. Benefits include:
Mark Thompson, Records Manager for The British Red Cross comments
“The British Red Cross is combining AI.COMPLIANCE EXTENDER with the records center in SharePoint 2010 to meet compliance regulations and manage digital content. The additional functionality it provides enables us to have a fully compliant system at a cost effective price, compared with a traditional EDRMS. It is relatively easy to set up the automated process of managing records for the correct period of time before deleting them out of the system when they are no longer required. Records management functions are centrally managed, the user does not see it but it is ultimately in the best interests of the business and user that records are managed efficiently and redundant information removed from the system judiciously rather than arbitrarily. The overall effect of improved Information Management and Records Management capability will prove beneficial to both the user and the business, especially in the medium to long-term.”