AQL Technologies’ Record Management System significantly enhanced the financial institution’s operational efficiency by streamlining record organization, automating compliance processes, and implementing robust security measures. The system’s automated retention policies ensured seamless compliance with regulations, while a strong access control mechanism restricted sensitive data access to authorized personnel, reducing the risk of unauthorized breaches. The holistic sensitive data protection approach reinforced the institution’s defense against potential breaches, emphasizing its commitment to record integrity and confidentiality. 

Following the implementation of the records management solution: 

• Improved Data Accessibility: The new system organized data, making it easily accessible, leading to increased efficiency in locating and retrieving critical information. 
• Enhanced Compliance: The manufacturing company achieved better compliance with industry regulations and legal obligations through the systematic application of retention labels. 
• Reduced Data Security Risks: The implementation of labeling policies improved data security by ensuring that sensitive information was appropriately classified and protected. 
• Streamlined Collaboration: Employees experienced improved collaboration as records were consistently managed across SharePoint, OneDrive, and email platforms. 
• Efficient Disposition Processes: The implementation of disposition reviews and automated deletion based on retention labels streamlined the process of disposing of records that were no longer required, reducing data clutter. 

Following the implementation of AQL Technologies’ solution, the organization experienced significant improvements in their records management system: 

• Enhanced Organization: Records were systematically organized and easily retrievable, leading to streamlined workflows and improved operational efficiency. 
• Regulatory Compliance: The labeling system ensured compliance with healthcare regulations, particularly HIPAA, by consistently applying the appropriate labels to sensitive information. 
• Unified Approach: The implementation of labels applicable across SharePoint, OneDrive, and mailbox systems provided a unified approach to record management, reducing silos and facilitating cross-functional collaboration. 
• Reduced Manual Efforts: Auto-labeling mechanisms significantly reduced the need for manual intervention, allowing staff to focus on more value-added tasks. 
• Adaptability to Changes: Adaptive scopes enabled the organization to adapt to changes in organizational structure in terms of Azure Active Directory groups and departments seamlessly, ensuring the longevity of the solution.

Following the implementation of the records management solution by AQL Technologies, the legal practice experienced several positive outcomes: 

• Improved Organization and Compliance: The labeling system enhanced document organization, making it easier for legal professionals to locate and manage records. This, in turn, ensured better compliance with regulatory requirements and legal standards. 
• Efficiency Gains: Auto-labeling significantly reduced the time and effort spent by legal staff on manual classification. This efficiency gain allowed legal professionals to focus more on substantive legal work rather than administrative tasks. 
• Enhanced Risk Management: With a structured records management system in place, the legal practice was better equipped to identify and mitigate potential legal and regulatory risks. The systematic application of retention and disposal rules minimized the risk of retaining outdated or unnecessary documents. 
• Increased Visibility: The implementation of static scopes provided the firm with better visibility into how the records management policy was being applied across different SharePoint locations. This transparency facilitated ongoing monitoring and adjustments to the policy as needed.

The implementation of AQL Technologies’ solutions brought about significant positive outcomes for the leading pharmaceutical company: 

• Enhanced Accuracy and Compliance: The precision of the labeling system resulted in a substantial reduction in errors, contributing to heightened compliance levels. The leading pharmaceutical company experienced fewer compliance-related issues and a streamlined audit process. 
• Efficient Document Management: The auto labeling feature improved document organization and management. This not only facilitated quicker access to critical information but also ensured adherence to regulatory retention requirements. 
• Agile Response to Regulatory Changes: The adaptive scope feature allowed the leading pharmaceutical company to proactively address and incorporate changes in regulatory standards. This increased ability ensured that the company remained compliant even in the face of rapidly evolving industry regulations.

With lack of skilled IT professionals and low budget available, the organization soon figured out the need for a third-party support to help them accomplish their digital transformation goals. AQL Technologies was the unanimous choice because of its 15 years of proven success in the areas of innovation, strategy, design, implementation, hosting, development, and governance services. At AQL, we soon began the project with thorough assessment by collaborating with key stakeholders. In no time, we were successful in demonstrating the perks of Microsoft cloud adoption in bringing business agility and innovation. 

A migration plan was strategized to migrate all the services and infrastructure to Microsoft cloud. Traditional Microsoft software suites including Microsoft Word, Excel, Power Point, and Outlook were first migrated to Microsoft cloud. Later, the rest of the services, applications, and infrastructure were migrated to the Microsoft public cloud. Documents and files were transferred from legacy file shares to SharePoint online providing easy information access. 

Once successful migration was accomplished, frequent virtual sessions, in-person classes, meetings, and other collaborative events were conducted to demonstrate the working of Office 365 applications to key stakeholders in the company.  

Cloud based collaboration was achieved by adding tools like Teams, OneDrive, and SharePoint online, allowing for increased accuracy, efficiency, and productivity through accelerated communication and information exchange.  

A suite of comprehensive solutions was created and configured using Microsoft Power Platform and integrated with SharePoint and Teams to enable information creation, accessibility, sharing, and update. These solutions included: 

AQL’s Microsoft Office 365 support provided an efficient, secure, and easily approachable workforce. This helped foster an atmosphere of digital best practices and efficient IT delivery which was predominant in driving the company towards achieving its goals of being the most reliable organization for the disabled. 

The new modern workplace gave stakeholders the ability to perform complex processes/tasks/actions with unparalleled efficiency and agility. This resulted in improved productivity, collaboration, and enhanced services. 

AQL identified the gaps in the client’s existing set up through a series of onsite workshops and meetings with executives and key stakeholders. Our experts then helped the client to design and implement solutions and deliver services to drive Office 365 utilization and adoption across several different workstreams including:

1. Office 365 Governance and Compliance
2. Microsoft OneDrive for Business for managing individual accounts
3. Microsoft Teams for collaboration between different teams, and
4. SharePoint Online for a new modern intranet
5. Power Platform including Power Apps, Power Automate, Power BI for automation and insights.

In addition to the above, the consulting team started working with the client to formulate its governance policies for the Office 365 environment and aligning it with the organization’s future vision.

The Office 365 experts from AQL provided advisory and implementation services for enterprise content management including data compliance and data loss prevention. A comprehensive policy was formulated, keeping in mind the types of sensitive information and the retention policies for all data across all SharePoint sites, OneDrive, and Teams. Implement policies for the end to the content lifecycle. HIPAA related compliance was implemented to take care of all patient-specific health content. The team also helped the client identify security requirements and implemented the tools to ensure that the security needs were met.

SharePoint Online along with Power Apps, Power Automate, Power BI, and SPFx was used to automate critical paper-based processes and implement business intelligence to bring valuable business insight. Several business processes were developed to automate integration with existing line of business offerings like EMR (electronic medical records) and patient management system using Power Apps & Automate.

AQL also developed a system to check and monitor the sales and business health of the organization. Alerts were set up for any major discrepancies in the data. Different users’ roles and rights were created to implement security and facilitate the exchange of data with external entities. Data was migrated from the existing hard drive to SharePoint online implement content life cycle and compliance. The intranet was developed to facilitate collaboration across various stakeholders in the system.

AQL provided the processes and templates for the client’s teams. Proper handholding and guidance were extended for smooth transitioning and employee onboarding.

AQL’s team also provided training and support to help the client’s team understand the feature-rich service within Office 365 quickly. The client could make full utilization of Office 365 capabilities and leverage its investment.

With AQL’s help, the client’s associates saw the value in Office 365 and have enthusiastically adopted the intranet, Teams, and OneDrive. Productivity is on the rise. The client now has a business-driven platform to deliver concise, secure, reliable, and consistent, up-to-date information across the enterprise and to the client also. The new system saves significant time, effort, and costs and shows insight into the business. Moreover, it also supports the company’s continuous efforts to remain HIPAA-compliant.

AQL offered its Advisory and professional Microsoft services to help the client choose the right technology and suite of services in compliment of the Intranet build.

AQL’s leveraging of Microsoft 365’s SharePoint platform helps the client ensure that employees and teams stay connected at all times and have access to the latest and most relevant organizational information and also provide value as Enterprise content management(ECM) system  As part of the build process, AQL took a deep dive into the organization’s content types and work culture and used the understanding they gained to build an Intranet which would help unify the different data stores and serve as a starting point for future content management.

The AQL team also studied the M365 tenant to help the client make optimal decisions on topics including sharing strategies and other key tenant-wide policies.  They worked with the client to implement security and experience improvements in support of the client’s digital modernization journey.  AQL is also providing a full governance audit and plan to the organization and will oversee its implementation.

As part of the solution strategy, AQL provided in-tenant live coaching and training to the organization’s IT team to ensure a smooth transfer of knowledge and to empower the team to be excellent users.

AQL also formulated the strategy to effectively implement business intelligence making use of Power BI. AQL gave the blueprint to combine the reporting strength of Power BI over the newly set up intranet. Keeping an eye on the future scalability AQL also laid out the complete strategy for using Power Apps and Power Automate so the company could leverage the Power Platform effectively and helped in automating business processes.

AQL adopted an agile implementation methodology to build a robust platform and rolled out changes in real-time. This incremental roll-out approach allowed the client’s team to experiment with the solution and provide feedback throughout the project to customize it to their needs.

The complete solution deployed by AQL broke the barriers in communication between teams and improved content transparency and exchange in the client’s organization. Different teams are now able to communicate via the new intranet, which has lived up to the promise of becoming the central hub for all internal communication across locations. Employees have insights into happenings throughout the company and their specific locations.

The modern and intuitive Intranet fuels learning, information exchange, enterprise content management and knowledge-sharing thereby improving person-to-person connections across the organization. Moreover, leveraging SharePoint as the Intranet platform helped consolidate and showcase an array of novel tools, product updates, and new workflows and routines. This has added to the organization’s productivity while bringing down costs significantly.

The Intranet was coincidentally launched the week that the organization began pandemic-related universal work-from-home.  It provided a life-line for coordinating fast-changing and critical information; the organization’s senior management greeted the new Intranet with much praise and recognition of its features and design.

AQL’s agile implementation, personalization and custom additions, along with governance and training, business process automation has delivered a winning solution for the nonprofit organization, helping them focus on their core work of improving lives.

We proposed a cloud-based Office 365 environment along with a SharePoint solution that would be available to staff across multiple departments.  

We also migrated the organization’s data from various locations to the cloud to help them communicate more effectively as a team, and share relevant information, best practices, and solutions with each other.  

The solution would also enable in-field specialists and volunteers to quickly access data and advanced analytics on the cloud from any location or device.  

Our solution included a custom search Office 365 feature for quick data retrieval, plus security & compliance, governance to protect sensitive information. 

In addition to solution design, customization and implementation, we also provided 

Power Automate was used to provide an automated approval whereby processes would progress unattended. Power Apps was used to digitalize several page base forms and Power BI was used to provide c-level dashboards & reports integrated with other LOB applications. We also trained the organization’s staff to help them extract maximum value out of the solution – for themselves and for the people who needed them most.

Once we migrated all the organization’s data and applications to SharePoint in the cloud, it improved their process efficiency and resource utilization, plus data security and governance. Since staff could now access this modern system from anywhere, they no longer had to waste time searching for information in different places. The solution not only increased trust and transparency throughout the organization but also provided modern workspace, improved strategic decision-making ability, and automated business processes. Furthermore, SharePoint & Teams seamlessly connected different people, as well as processes and data, which improved their collaboration and enabled them to focus on their real mission – improving the health of women and children that the organization is decided to.