Transforming a Polytechnic’s EDRMS with AI and Cloud Integration

With over a century of history and a vast amount of student and institutional data, this leading Polytechnic needed a modern, compliant records management solution. Operating across seven campuses and delivering over 300 nationally recognised qualifications, they sought an advanced approach to managing their extensive digital and physical records.

The Challenge

The Polytechnic is a vocational and higher education training provider operating across seven campuses. They have been delivering vocational training since the early 1900s and are one of the largest providers in the State, and deliver over 300 nationally recognised qualifications. As a higher education provider, the Polytechnic holds very large amounts of student personal and academic data.

The Solution

The Polytechnic selected Castlepoint as its Electronic Document and Records Management System (EDRMS) via tender, with a view to implement compliant records management practices across multiple business systems in a manage-in-place model.

Traditionally, EDRMS deployments have required users to move or save their content into that system, or establish integrations between business systems and EDRMS.

The Polytechnic sought a modern approach, with AI autoclassification so that general users would not need to interact with the system. The solution was deployed as a cloud-hosted solution across the enterprise, including 14,000,000 items in 30,000 mailboxes and 11,000 One Drives initially. Castlepoint classified the content, and detected sensitive and high-value data requiring management.

With over 100 years of history, the Polytechnic has both digital and physical records held over from its previous incarnations. One key ontology deployed is an Organisation History, which finds content related to its prior names. Another important ontology is for its locations, finding records belonging to it various campuses. Other ontologies are used for finding content related to elements of Organisation Strategy and Structure.

The Outcome

  • 53 Taxonomy Nodes for Ontolgy Matching.
  • 526 Million Key Phrases Extracted from over 29.5 Million Items.
  • 98,000 Seperate Systems Registered.
“Complex data needs simple interfaces - ontologies are vital for discovery.”
Rachael Greaves, Castlepoint CEO

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