Correctly store records and reduce risk while maximizing convenience for employees.
The port authority faces a daunting information management challenge. It must ensure its employees keep track of records about property maintenance and finance, environmental issues, engineering work, legal matters, employees, and information technology matters.
Under freedom of information laws, members of the public can request certain port records including contracts and records about environmental matters. When this happens, the port authority must find and supply those records quickly. State authorities require the company to show that it has complied with these rules.
Before 2015, the port authority had no easy method of ensuring that all employees were following the same record-keeping procedures. Some stored documents in Micro Focus Content Manager, where they could easily find the documents later, while others stored documents on various network and desktop drives throughout the organization’s network, then emailed them to colleagues.
Most importantly, employees were collaborating via Microsoft SharePoint, which didn’t have an appropriate records compliance function.
As a result, it was impossible to find records quickly. “It was a black hole,” says the port authority’s Chief Information Officer (CIO). “You knew the information was there, but you couldn’t retrieve it because you didn’t know how to.” It was also difficult to determine which system the record was stored in.