Case Study
Following the merger of two major mining companies in Western Australia, the organisation required a unified and modern approach to managing information assets across the new entity. The project involved developing an intelligent information management (IM) system to govern policies, controlled documents and operational content consistently.
The initiative aimed to strengthen information governance, improve accessibility, reduce compliance risk and align IM processes, tools and technologies between the two previously separate organisations. Establishing a single, scalable IM framework was central to supporting the merged organisation’s future business operations.
The solution was designed around a modern, integrated IM architecture, incorporating the following key technologies:
• OpenText ECM and OpenText Cloud for structured creation, approval and lifecycle management of controlled documents
• Azure Logic Apps to synchronise approved and published content into Microsoft 365
• SharePoint Online as the primary access layer for end users
• Microsoft Entra and Microsoft Purview to support classification, access control and information governance
• Microsoft Teams and OneDrive as collaboration and working-document environments
The system supported two major controlled document categories:
• Management System Documents: high-control artefacts requiring formal governance and leadership approval
• Managed Documents: business unit owned documents requiring structured review and lifecycle management
Additional deliverables included a scalable enterprise IM architecture, selected custom components to support document governance workflows and foundational AI capability through a custom generative AI agent.
Timeline
The project progressed through several phases:
• Phase I: Establishment of core IM capabilities, document control processes and synchronisation mechanisms between OpenText and Microsoft 365
• Phase II: Extension of IM features to additional document types and business areas (planned)
• Phase III: Development of collaboration workspaces integrated with OpenText for controlled document authoring
• Phase IV: Migration and classification of content across file shares, Teams sites and legacy repositories
Stakeholders
The project was sponsored by the Information Management function and delivered through collaboration between:
• IM leadership and governance teams
• SharePoint architect and developer
• OpenText specialists
• Business analyst and project manager
• Technology, applications, security and architecture teams
• Business units across both merging organisations
The intelligent IM system delivered a unified, consistent and scalable approach to managing controlled documents and organisational information. Key system components included:
• OpenText ECM as the authoritative lifecycle management platform
• Azure Logic Apps to automate publishing from OpenText to Microsoft 365
• SharePoint Online as the simplified access point for all users
• AI capability enabling intelligent search and interaction with content
The solution provided:
• Strengthened governance and compliance
• Reduced information related risk
• Improved transparency and accessibility of controlled content
• Significant cost savings through rationalisation of legacy systems and reduced licensing requirements
Challenge
Defining clear platform responsibilities while keeping customisation low
Resolution
Used Proofs of Concept and architectural assessments to validate options and provide clear recommendations
Challenge
Managing scope changes, cross-stream dependencies and competing priorities
Resolution
Applied agile delivery and regular governance forums to maintain alignment and momentum across teams
