The problem
The primary issue for Epsom College was the fragmentation of documents across personal drives, file servers, and print servers. There were over 100 locations where Epsom College critical documents could be stored, and this decentralised approach not only made it difficult to manage and retrieve documents but also posed security risks. Ensuring that the right content was accessible to the right users (staff and students) was a critical concern.
The solution
To address these challenges, Intelligent Decisioning implemented a new intranet using SharePoint Online and a tightly controlled document management solution using docCentrum for Epsom College. Our solutions, Mercury and docCentrum, replaced the existing intranet and provided a centralised platform where all news, documents, and events could be easily accessed by both staff and students.
The implementation process involved several key steps. First, a Discovery Exercise which included a thorough assessment of the existing document management system was conducted to identify key requirements and challenges. The required functionality and look and feel of the intranet were also prototyped and agreed.
Following this, documents were systematically migrated from personal drives and servers to the new docCentrum solution running on the Epsom College SharePoint Online platform.
Finally, the intranet was deployed and configured to meet the specific needs of Epsom College, and this included the integration of both the Mercury and docCentrum solutions.
Key features of the solution included:
- Centralised Document Storage: All documents were migrated to a single, secure location, ensuring a “single source of truth.”
- Enhanced Security: Robust security measures were put in place to ensure that only authorised users could access specific content.
- Enhanced Capability: Mercury Intranet brings a wide range of enhanced capability including
- User-Friendly Interface: The new intranet was designed to be intuitive and easy to manage, making it simple for users to find the information they needed. The use of Mercury Intranet allowed the Epsom College brand to be reinforced throughout the new intranet
All critical documents are now managed through a user-friendly dashboard, meaning that users don’t need to understand the complexity of SharePoint document management techniques
I was extremely pleased with the implementation process. Your team was exceptionally accommodating, handling our internal issues and delays with great professionalism and patience. The new system has significantly improved our operations, and we couldn’t be happier with the results.
Miro Blahut
Director of Transformation & IT
Epsom College
The results
The new intranet solution delivered significant benefits for Epsom College:
Increased Efficiency: The user-friendly interface and centralised storage reduced the time and effort required to manage and retrieve documents. The number of instances of the “wrong version of the document” issues has been reduced to 0 as the centralised approach means there is only 1 version at any given time.
Mercury has enabled Leeds and York to produce an engaging, easy to use, Intranet with simplified navigation to allow their users easy access to their content. Content owners are enjoying the ease of editing and producing content from within the Online platform. Documents are now available and classified by superusers before being reviewed and approved by document owners.
During the delivery of the intranet, we discovered several custom forms and departmental processes that were reviewed and converted into the Microsoft digital forms and workflows Power Platform. Several forms were converted to PowerApps, including a core process ‘On Call Logs’, and these forms were made available through the integration points between Mercury and the Power Platform. Additionally, docCentrum improved the information governance and version control around policies and procedures, addressing another high-risk but even higher footfall area.
Improved Accessibility: Staff and students could easily access all necessary documents and information from a single location.
Enhanced Security: The centralised storage solution ensured that documents were secure and only accessible to authorised users. The number of document repositories storing critical documents was reduced from over 100 to 1 meaning it is easier to control and secure
Conclusion
The implementation of Mercury and docCentrum transformed document management at Epsom College. By providing a secure, centralised platform, the college was able to streamline operations, enhance security, and improve accessibility for all users. This successful project highlights the importance of effective intranet and document management solutions in educational institutions.
