- 24 | 02 | 2026
Your legacy EDRMS is outdated. Support is patchy. The vendor’s “upgrade” costs twice as much with fewer features. Other councils are giving it terrible reviews.
Meanwhile, compliance risks are mounting with FOI requests, SARs, and statutory retention requirements.
Departmental SharePoint sites with inconsistent structures
Shared drives only IT can access
Email inboxes that become information black holes
Separate systems for housing, planning, social care, revenues
They already had Microsoft 365. They just needed FileSmart to unlock its full potential as an enterprise-grade EDRMS. Delivering essential services across housing, education, social care, and environmental management, this authority needed a system that could:
Match or exceed their legacy EDRMS functionality
Unify records across all departments and disparate systems
Scale across all council services
Reduce IT estate costs dramatically
Ensure compliance with FOI, GDPR, and retention schedules
Minimise disruption for 2,000+ users
50%
reduction in licensing costs vs traditional EDRMS
Our digital transformation delivered immediate impact by eliminating a high-priority IT risk from our outdated legacy system while achieving full statutory compliance with FOI, GDPR, and retention requirements. FOI response times plummeted from 15 days to just 4 days, dramatically improving our efficiency. By building on the Power Platform, we’ve eliminated vendor lock-in entirely, the system is now fully supported by our internal teams, giving us complete control over future development and costs.
Secure document repository with single sign-on and role-based access controls already in place
Custom model-driven app for case management, work trays, and status tracking across services
EDRMS capabilities that transform SharePoint into a complete records management system with automated workflows, compliance controls, and unified records across your entire Microsoft 365 environment
What’s missing:
What FileSmart adds the enterprise records management layer SharePoint lacks, unifying scattered records from departments, shared drives, legacy systems, and email into one compliant system.
Pre-configured metadata for housing, planning, social care, and all services. Automated permissions and retention policies eliminate manual data entry.
Immutable records, automated retention, and audit trails meeting FOI, GDPR, and transparency requirements. Configurable workflows with mandatory approvals.
Create secure briefcases with redaction tools. Share compliant documents in minutes with custom access rules.
Save correspondence directly from Outlook into the secure archive. Essential for case management and stopping email becoming an information black hole.
Finally one place to find everything. Housing records, social care files, planning decisions, committee papers, HR documents. All properly classified, secured, and retention managed.
One unified platform:
Many UK councils are facing end-of-support deadlines on legacy EDRMS platforms in 2025-2026. Waiting until the last minute creates:
Compliance gaps during transition
Rushed decisions under pressure
Higher costs due to emergency procurement
Staff disruption from poor planning
