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Enhancing Information Management, Security, and Accessibility with M365

Rangitikei District Council (RDC) wanted to make it easier for staff to find, use, and protect important Council information. They decided to move their data to SharePoint Online, which would help everyone work more efficiently, keep information safe, and make it easier to find what they need.
Work made easier and more secure
with Microsoft 365 and iWorkplace
  1. Better teamwork and communication
    • Using Microsoft Teams-first approach
  2. Secure access to information
    • From any device, anywhere - even offline
  3. Improved document management
    • With clear rules and governance for keeping and deleting files
  4. Single source of truth
    • For property records, making it easier to find and trust information
Challenges
Why Rangitikei District Council Needed Change: Overcoming Key Challenges

RDC faced several important challenges that made it clear they needed to update their systems. They were looking for a cost-effective way to manage information more efficiently, as their old SharePoint 2013 system was becoming outdated. RDC also needed a consistent and reliable approach to handling information, while making sure they followed privacy and legal requirements. Improving security and making information easier to access for staff working in the field or remotely was essential. Finally, both leadership and staff saw a big opportunity to innovate and bring in modern ways of working to better serve their community.

Solution
Recognising the importance of well-managed workspaces (to support current needs and potential future AI opportunities), the project evolved from a simple migration to a complete redesign with PRA compliant workspaces.

Working with RDC’s project team, IL and RDC assessed systems and processes as well as leveraging IL’s extensive experience in delivering M365 solutions for New Zealand councils. The solution included:

  • Migrating from SharePoint 2013 to SharePoint Online
  • Deploying M365 Teams to enhance collaboration
  • Integrating the MagiQ property database
  • Developing a SharePoint Kiosk for public access to digital property records
  • Implementing document retention and disposal rules
  • Setting up an External Guest Management system for onboarding external users and assigning permissions
Results
Information Leadership helped empower RDC to achieve lasting digital success

The project led to significant improvements in information management, system integration, collaboration and creating a single source of truth for property records. Key benefits included:

  • Enhanced collaboration and communication through Microsoft Teams
  • Secure access to content from any device, anywhere, including offline via OneDrive for Business
  • File retention, disposal, and adoption processes
  • Streamlined administration, planning, strategy, and reporting through Team Management Workspaces

RDC’s successful implementation of a new modern digital workplace is an excellent example of collaboration and innovation, and efficient use of existing resources. Working with IL, the Council achieved enhanced benefits for both their workforce and the community. By leveraging IL’s expertise, additional requirements were able to be incorporated while still completing the project on schedule and on budget.

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"With the help of Information Leadership, we were able to adapt and incorporate new opportunities into the project without adding significant costs. They helped us to leverage tools like SharePoint Online, M365 Teams, and the integration of the MagiQ property database to achieve our project goals."
Karin Cruywagen
Manager Information Services
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