Summary of BEP Systems Helps Wales & West Utilities Implement an Enterprise Content Management Solution
BEP Systems partnered with Wales & West Utilities in 2011 to implement Open Text's Extended ECM platform. The project involved designing a filing plan, defining information governance policies, and creating retention schedules. BEP collaborated with various departments to establish metadata structures and access controls while ensuring compliance through legal research. This initiative aimed to enhance documentation management, control corporate records, and support SAP archiving needs effectively.
Parts used in the Extended ECM Platform Deployment:
- Open Text Extended ECM platform
- SAP system integration
- Filing plan design
- Information governance policies
- Configuration plan (filing structures, metadata, access control)
- Records Retention Schedule
- Policy and Procedures documents for Information and Records Management
London, UK (PRWEB UK) 15 March 2012
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 companys 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. BEPs 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 companys services include:
- What was the primary goal of the project?
To enhance the management and control of corporate and operational documentation while providing an archiving solution for extensive SAP use. - Who designed the filing plan for the system?
BEP Systems designed the filing plan to inform the configuration work undertaken by WIPRO. - Which departments did BEP engage with during workshops?
BEP engaged with Asset Management, Operations, Business and Customer Services, HR & Training, Finance, IT, Procurement, and Logistics. - How were retention rules confirmed?
BEP undertook legal research and engaged with Legal and Internal Audit teams to confirm corporate records retention rules and processes. - When was the full Report on designing the filing system provided?
The report was provided in November 2011. - What does the Policy document include?
It includes the Records Retention Schedule, policy statements, processes, and guidelines for managing physical and digital content throughout their lifecycle. - Why was best practice in record keeping embedded into operations?
To ensure the ECM implementation was supported by suitable governance.
