Overview
Uisce Éireann needed to modernise fragmented records and document management systems. emagine delivered a cloud-first governance platform, migrating over 1.5 million records and introducing structured metadata, automation and scalable information management practices.
The Challenge
Uisce Éireann, Ireland’s national water utility, provides essential services to millions of citizens and operates a complex organisation with extensive operational and administrative processes.
As part of its broader digital transformation strategy, the organisation initiated a Records & Information Management (RIM) programme to improve how information was stored, accessed and governed across the business.
Over time, document and records management had become fragmented.
Legacy systems, including SharePoint 2010 and decentralised storage environments, were used across different departments. These systems operated with inconsistent structures, leading to duplication of documents and lack of standardisation in how information was managed.
Metadata practices were also inconsistent.
Without standardised classification and tagging, it became difficult for employees to locate relevant documents quickly. This reduced productivity and increased the time required to access critical information.
The presence of redundant, outdated and trivial (ROT) data further complicated the landscape.
Large volumes of unnecessary or duplicated content made systems harder to manage and increased the risk of compliance issues.
From a governance perspective, the organisation needed a more structured approach.
Clear rules for document lifecycle management, permissions and retention were required to ensure compliance with regulatory requirements and internal policies.
In addition, the organisation aimed to move towards a cloud-first architecture.
Migrating legacy records to a modern platform required careful planning to ensure that data was rationalised, structured and aligned with future digital initiatives.
In summary, Uisce Éireann needed to transform its information management capabilities – moving from fragmented legacy systems to a scalable, standardised and cloud-based governance model.
The Solution
To support Uisce Éireann’s transformation, emagine deployed a multidisciplinary team combining programme leadership, business analysis, information architecture and SharePoint engineering expertise.
Phase 1: Designing a structured information architecture
The programme began with the design of a cloud-first Records & Information Management framework based on SharePoint Online.
A standardised metadata taxonomy was introduced to enable consistent classification of documents across the organisation. In parallel, standardised site templates ensured information could be organised in a scalable and repeatable way.
This created a clear structural foundation for managing information at scale.
Phase 2: Rationalising and preparing legacy data
Before migration, more than 1.5 million legacy documents were reviewed and assessed.
Redundant, outdated and trivial content was removed to reduce complexity and improve overall data quality.
This ensured that only relevant, structured information was migrated into the new platform.
Phase 3: Embedding governance and compliance
Governance rules were built directly into the platform, covering permissions, retention policies and lifecycle management.
These controls ensured that documents were managed in line with organisational and regulatory requirements, while maintaining consistency across teams and departments.
This approach embedded governance into everyday usage rather than treating it as a separate process.
Phase 4: Enabling adoption through automation and training
Automation was introduced using Power Automate to replace manual processes and embed governance controls into daily workflows.
At the same time, structured training and change management supported employees in adopting the new platform, including how to apply metadata and follow governance processes.
This ensured the solution was not only implemented, but fully adopted as part of day-to-day operations.
Transformation timeline
Phase 1
Designing a structured information architecture
Phase 2
Rationalising and preparing legacy data
Phase 3
Embedding governance and compliance
Phase 4
Enabling adoption through automation and training
The Results
The Records & Information Management programme delivered significant improvements across Uisce Éireann’s information landscape.
Centralised and structured information environment
More than 1.5 million records were successfully migrated and restructured into SharePoint Online. This created a single, organised platform for managing documents across the organisation.
Improved data quality and reduced complexity
The removal of redundant and outdated content significantly improved data quality. This reduced system complexity and made information easier to manage and maintain.
Stronger governance and compliance
Standardised metadata and governance practices enabled consistent document classification and lifecycle management. This improved compliance and ensured information was managed according to defined policies.
Greater efficiency and long-term scalability
Improved searchability and structured tagging made it easier for employees to find relevant documents, increasing productivity. At the same time, automation reduced manual processes, and reusable governance and workflow patterns created a scalable foundation for future digital initiatives.