AJAX Documents Rationalisation

AJAX Documents Rationalisation

Client Objectives

The Ajax document filing system was overwhelmed due to insufficient control and management, characterised by misnamed documents and complex folder hierarchies. This made locating and retrieving files a significant challenge. To address this and future-proof the system, a restructure of the Ajax digital folder structures was conducted to rationalize the quantity and depth of folders. The objective of this project was not only to streamline and archive documents within the Ajax Delivery Team's SharePoint and MS Teams environment but also to digitise approximately 250,000 paper documents. The incentive behind the project was the forthcoming Judge led review of the program.

Key Deliverables

Reconfiguration and alignment of the Ajax DT WIP and Records document librariesArchiving and clearing of documents from the Ajax DT WIP environment. Archiving of approximately 200,000 digital documents

Our Role

In this project, our primary responsibility was to assess the necessary changes and reconfigure both the RECORDS and WiP environments. Subsequently, we digitally archived files into the RECORDS environment. In addition, we oversaw the digitisation of paper records by coordinating with a subcontractor. The meticulous reconfiguration of the document libraries necessitated significant collaboration with DE&S Digital, both for quality assurance and to facilitate the execution of the work.

Final Outcomes

The Ajax Delivery Team now boasts a streamlined digital footprint, enhancing their ability to create, collaborate on, and store vital documents. Moreover, the architecture of these environments is not only certified by DE&S Digital but also primed for a review led by a judge. Additionally, the physical space occupied on the Abw floor has been markedly reduced.

"I particularly appreciated the way the Engage Team Lead worked alongside and with my management team to sensitively overcome some cultural barriers to change."

Training Delivery Manager, Babcock International

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