Northern Ireland Housing Executive

Client Profile

The Northern Ireland Housing Executive (NIHE) is a government agency responsible for providing housing services in Northern Ireland. Established in 1971, it is the region's largest housing provider and plays a crucial role in addressing housing issues in Northern Ireland. The agency also works in partnership with local government authorities and various stakeholders developing and implementing housing strategies and policies for Northern Ireland.

NIHE offers a wide range of services aimed at enhancing the quality of housing and providing support for those in need. Their services encompass maintaining and enhancing social housing to ensure it aligns with health and safety standards and repairs and upgrades to existing housing. They also provide guidance and assistance to tenants and individuals in search of housing and are actively involved in community development and revitalisation initiatives.

The Challenges

NIHE’s the EDRM solution had been implemented using a HP TRIM platform, which met the needs of the Record Management team within the organisation but was underutilised by end business users across all departments. The challenge was to move from this legacy platform to a MS SharePoint platform for all of their EDRM requirements and in doing so extending its utility to end users across all organizational departments.

Our Solution

ITS’s fully managed EDRM solution is as a direct replacement for the HP TRIM platform and includes the migration of all retained records from HP TRIM to a MS SharePoint environment. The solution included;

• Disposal of data in accordance with agency's retention schedule during migration.
• New solution manages and retains data to IL3 (Restricted) standards
• Future road mapping consultation exercise conducted by ITS.
• Development of digital content management strategy for the department.
• Assessment of needs across the business, including knowledge and information management team, end users, IT, remote workers, organizational governance, etc.
• NIHE chooses to implement the roadmap.
• Currently working with ITS on the rollout of portals or templates across the business.
• Formal records management to be applied across the entire user base.
• Migration management of ROT (Redundant Obsolete Trivial) analysis and migration from file shares to SharePoint Online and MS Teams within Office 365.

The Result

Overall, the outcomes reflect a significant improvement in records and document management, enhanced compliance with standards, and a strategic approach to digital content management within the organisation.