BEP Systems Helps Wales & West Utilities Implement an Enterprise Content Management Solution

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BEP Systems Ltd (BEP) has recently completed an engagement with Wales & West Utilities (WWU) implementing an Information Governance Framework to enhance the roll out of their corporate ECM system.

In April 2011, BEP Systems began working with Wales & West Utilities (WWU), the gas distribution company covering Wales and the South West, to support the company’s deployment of its Extended ECM platform from Open Text. WWU was seeking to enhance the management and control of their corporate and operational documentation, whilst also providing an archiving solution to support their extensive use of SAP. BEP’s role was to design the filing plan for the system (informing the configuration work being undertaken by WIPRO, the systems integrator for the project) and define the information governance policies for the implementation.

Via a series of meetings and workshops, BEP engaged with staff across the business, including Asset Management, Operations, Business and Customer Services, HR & Training, Finance, IT, Procurement and Logistics. During these discussions a configuration plan was developed covering filing structures, metadata, access control and retention considerations. Simultaneous to this BEP undertook legal research and engaged with the Legal and Internal Audit teams to confirm corporate records retention rules and processes.

In November 2011, BEP provided WWU with a full Report on designing the filing system for all business areas, enabling a consistent use of business rules and rapid configuration phase. Additionally BEP created a Policy and accompanying Procedures documents for Information and Records Management. As well as containing the Records Retention Schedule, this included policy statements, processes and guidelines for managing both physical and digital content throughout their lifecycle from creation to disposition or long term preservation. This ensured that the ECM implementation was supported by suitable governance and that best practice in record keeping using the new platform would be embedded into business operations.

About BEP Systems:

BEP offers world-class advice and services for content management and information governance, including best-practices for retention and disposal, data protection, and information security.

The company’s services include:

  •     Information governance – development of information and records management policies, procedures, business classification schemes, retention schedules (legal research), and implementation of retention policy within IT systems.
  •     Business content analysis – A content analysis and diagnostics service that enables our customers to carry out audits of their information assets. Solutions include analysis of unstructured and semi-structured data, cleansing information, assessing data security, and preparation of content for migration.
  •     Microsoft SharePoint Implementation Services.

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Joseph Bond
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