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Energy Provider Adopts EncompaaS

Energy Provider Adopts EncompaaS to Automate Data Discovery and Governance

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Overview

A State Government-owned energy corporation is leveraging EncompaaS to gain a single view of its data across repositories and automate compliance and privacy obligations.

Challenge

A State Government-owned energy corporation with over two million customers was struggling to manage the exponential growth of data within its legacy EDRM systems. Additionally, with the rapid adoption of Microsoft 365 and other business applications, it could no longer maintain adequate information management, security, and policy compliance consistently and at scale. Document and records management was heavily reliant on manual processing and there was significant risk associated with sensitive data insecurely stored across scattered systems. The corporation needed an intelligent information management solution to overcome these challenges and transition to modern workplace practices.

Key Pain Points

Multiple Information Systems

Many point systems with inconsistent capabilities resulted in data gaps, silos, and disconnectedness.

Scale of Data

The exponential growth of data and demand for quick and accurate answers could not be met by conventional means anymore.

Heavy Reliance on People

Legacy EDRM systems were heavily reliant on workers to manually process information which was no longer efficient or effective.

Hidden or Missing Data

Information was difficult to search for and find due to multiple systems that didn’t talk to each other.

Missed Opportunities

The corporation struggled to leverage accurate, reliable data for informed decision-making.

Risk of Non-Compliance

Highly manual approach to information management meant the corporation could not keep up with ongoing compliance and regulatory requirements.

Solution

After a competitive RFP process, the corporation selected EncompaaS to securely discover, understand, and manage all its information in-place, and automate its compliance and privacy obligations at scale. EncompaaS was selected due to its intelligent AI-powered capabilities, flexible and customisable reporting, and high-caliber professional services team. The initial stages of the project involved information design and discovery across the corporation’s Microsoft 365 sites (SharePoint, Teams, and OneDrive) and OpenText ECM. The EncompaaS platform connects to all data sources (whatever system they reside in) and continuously discovers data as it’s created or updated. Using a combination of AI technologies, EncompaaS has analysed and enriched this content with metadata from the organisation’s corporate taxonomy. This means the corporation can now easily analyse and consume data via interactive dashboards that are aligned to their business roles and needs. In the final stage of the project, currently underway, EncompaaS will automate data governance obligations, including retention and disposal requirements, ensuring the corporation can compliantly manage sensitive information and redundant, obsolete, and trivial (ROT) data in line with regulatory requirements.

Key Benefits & Outcomes

Automated Information Management
Automated the discovery, classification, and management of all Microsoft 365 data in-place and at scale, reducing risks without changing user behaviour.
Provided a Reliable Source of Truth
Enabled staff to quickly and easily search for and find information from a central location, regardless of its format or where it’s stored.
Protected Sensitive Data
Identified and de-risked sensitive data at scale, protecting the corporation against data privacy risks.
Enhanced Visibility
Provided dashboards for key decision-makers to visualise information in real-time, enabling the corporation to harness the intrinsic value of its data.
Automated Compliance Obligations
Automated data governance policies will ensure data retention and disposal is managed safely and compliantly on an ongoing basis.
what-encompaas-does

“Our intelligent information management platform is designed to help organisations mitigate compliance and privacy risks, while unlocking the full potential of their data. I’m incredibly pleased to hear that this leading energy provider is reaping the core benefits of our platform to drive better outcomes across their business.”

Jesse Todd

CEO, EncompaaS