Department for Business, Energy & Industrial Strategy
New ways of working
A knowledge management platform that enabled 3,600 staff to work flexibly and collaborate securely with other organisations and deliver real value to the UK economy.
Department for Business, Energy & Industrial Strategy (BEIS) replaced the Department for Business, Innovation and Skills (BIS) and the Department of Energy and Climate Change (DECC) in July 2016. They employ around 3,000 staff and are responsible for:
- Industrial strategy
- Science, research and innovation
- Energy and clean growth
- Climate change
Given BEIS’ strong links with agency partners, most of its work involves external collaboration. In order to shape and lay out its policies, the department must, at all times, share information regarding - amongst other things - student loans, innovation grants with the UK public in a secure way.
BEIS undertook a complex process of migrating large swathes of data across all of its core departments (including UK Trade and Investment, The Office of Man Power Economics, the Low Pay Commission and the UK Space Agency) from an aging Electronic Documents and Records Management (EDRM) platform onto Zaizi’s EDRM as a service, via G-Cloud. The transfer, which involved moving over 4.6TB (14 million items) to the new platform enabled BIS to move to a more flexible ICT enabled workstyle, transforming how and when its staff work and collaborate.
- No central storage facility – 50% of the department used Matrix (based on old HP trim system) and 50% used 70 shared drives, based on a decade-old departmental structure
- Information stored on shared drives never reviewed or officially treated as records
- No clear owners for large amounts of stored data
- No clear difference between outdated and current information
- Limited search functions, meaning extraction of useful and meaningful results was difficult. This also provided serious concerns for BIS when dealing with freedom of information requests, subject access requests and enquiries
- Complex process in regards to accessing full, historical corporate records
- Three distinct information channels for all staff
- A personal data storage for every employee
- Ease of collaboration within place records management, which can be managed by individual teams
- Team sites, with individual document libraries that can hold up to 10 top level folders.
- Records management site where documents and folders are subject to retention periods and managed by departmental records officer
Julia Harwood, Chief Innovation Officer at BEIS, shares her thoughts on the clear benefits the new system has brought to the department.