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Queensland government department builds a data governance foundation for compliant, efficient, and scalable information management

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Client: Queensland government department

Industry: State government

Organisation Size: 500+ employees

Country: Australia

Technologies: Microsoft Purview, SharePoint Online

The Challenge
This Queensland government department needed a strategic approach to transition its document management and collaboration systems to SharePoint Online. The challenge included aligning document and site lifecycle processes with governance and compliance frameworks, ensuring scalability, and planning for a seamless migration from existing file shares.

The Solution

CG TECH proposed the following to address these challenges:

Governance Assessment: Conducted workshops and reviews to assess current information governance practices and identify compliance gaps.

Microsoft Purview Deployment: Integrated Purview’s capabilities for enhanced governance, including: 

  • Data Lifecycle Management: Automated retention and deletion policies
  • Information Protection: Applied sensitivity labels to safeguard confidential data
  • Data Loss Prevention: Implemented rules to mitigate risks of unauthorised data sharing
  • Compliance Management: Streamlined audits with detailed reporting and monitoring

Migration Planning: Created a roadmap for migrating file shares to SharePoint Online, including high-level migration strategies and risk identification.

Proof of Concept (PoC): Built and tested a SharePoint Online PoC within the client’s Office 365 tenant to validate the high-level design and inform next steps.

Adoption Roadmap: Provided a roadmap outlining milestones, dependencies, and timelines to ensure successful implementation and user adoption.

The Benefits

Improved Compliance: Established a governance framework ensuring alignment with regulatory and organisational policies.

Enhanced Governance: Strengthened compliance and data protection through Microsoft Purview’s advanced governance features.

Improved Collaboration: Centralised information in SharePoint increased accessibility and teamwork across departments.

Operational Efficiency: Automated workflows reduced manual effort, saving time and resources.

Regulatory Compliance: Addressed audit requirements effectively with Purview’s built-in compliance tools.


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