Microsoft Purview plants the future of records management at AgriFutures Australia

AgriFutures Australia is the statutory authority of the Australian Government established by the Primary Industries Research and Development Act 1989, with the remit to invest in research, development and extension for opportunities and challenges that affect the entire Australian agricultural sector

Challenge

AgriFutures Australia recognised an opportunity to further strengthen its existing records management practices by leveraging the advanced capabilities available through its Microsoft 365 licensing with Microsoft Purview. With a strong foundation already in place, the organisation aimed to enhance compliance, streamline classification, and improve the overall efficiency of information governance.

The goal was to build on current processes by implementing a more automated and user-friendly system using Microsoft Purview. This initiative focused on simplifying retention and disposal practices, improving metadata-driven automation, and ensuring that records management continued to support operational needs while aligning with national standards.

Records management is important for a federal government agency like AgriFutures Australia for several key reasons:

• Compliance and legal accountability: Effective records management ensures that AgriFutures adheres to legal and regulatory requirements. Government agencies are often under strict mandates to maintain transparent and traceable records of their activities, decisions, and financial transactions. This is vital for compliance audits, legal scrutiny, and maintaining public trust.
• Operational efficiency: Well-organised records enhance operational efficiency by making it easier for staff to locate and use information quickly. This is particularly important for AgriFutures Australia, which manages a broad range of projects and grants. Efficient records management supports smoother workflow and decision-making processes, facilitating faster responses to industry needs and opportunities.
• Information preservation: Records management helps in preserving critical information over time, protecting it from loss or degradation. For an agency involved in research and development, maintaining robust archives, and historical records is essential. These records are valuable for ongoing research efforts and long-term strategic planning.
• Knowledge sharing and continuity: Effective records management ensures that institutional knowledge is retained and can be shared within the organisation. This is crucial for maintaining continuity when there are changes in personnel or when the organisation undergoes structural changes. It allows new staff to benefit from past experiences and decisions, thus upholding the agency’s objectives and commitments to its stakeholders.

Effective records management is a cornerstone of transparency, efficiency, and strategic governance in government agencies like AgriFutures Australia, impacting their ability to serve the public and the agricultural sector effectively.

Our solution

Engage Squared partnered with AgriFutures Australia to transform their records management practices using Microsoft Purview. The goal was to create a practical, user-friendly system that balanced compliance with operational needs, reduced manual effort, and simplified complex processes. By leveraging native Microsoft 365 capabilities, the team delivered a solution that automated routine tasks while providing clear guidance for staff, ensuring consistent and confident management of records.

Key steps in the solution included:

• Policy review & RDA design: Assessed existing record-keeping policies and retention schedules, then developed a simplified Retention Disposal Authority (RDA) to streamline classification categories for end-users.
• Retention labels & policies: Configured Microsoft Purview retention labels and policies aligned with the RDA, enabling consistent application across the organisation.
• Automated metadata application: Enabled auto-apply capabilities for retention policies based on metadata or predefined criteria, reducing manual intervention.
• Compliance monitoring: Set up content search reports to track adherence to classification and retention policies, ensuring transparency and accountability.
• User-centric design: Ensured the system was intuitive and aligned with day-to-day workflows, fostering adoption and long-term sustainability.

Result

By implementing Microsoft Purview within Microsoft 365, AgriFutures Australia achieved a modernised, efficient, and sustainable records management framework. The solution not only strengthened compliance but also reduced manual workload, simplified processes, and empowered staff to manage records confidently.

The key outcomes of the project include:

• Enhanced compliance: Retention labels and policies aligned with regulatory standards, ensuring that records management met legal and government requirements.
• Automation of routine tasks: Metadata-driven auto-apply capabilities reduced manual effort, freeing staff to focus on core responsibilities.
• Simplified classification: The streamlined Retention Disposal Authority (RDA) made it easier for users to categorise records consistently and accurately.
• Improved operational efficiency: Staff can now locate, manage, and utilise records faster, supporting smoother workflows and quicker decision-making.
• Sustainable adoption: The solution was designed to fit day-to-day operations, encouraging adoption and ensuring long-term effectiveness.
• Cultural impact: Through training and clear communication, staff gained a deeper understanding of the value of records management, fostering a culture of transparency, accountability, and knowledge retention.

AgriFutures now has a modern, automated, and compliant records management system powered by Microsoft Purview – one that supports both regulatory obligations and the future of Australian agriculture.