Case Study

Donegal County Council

Donegal County Council is the authority responsible for local government in County Donegal, Ireland. As a county council, it is governed by the Local Government Act 2001. The council is responsible for housing and community, roads and transportation, urban planning and development, amenity and culture, and environment. It has 37 elected members.

Donegal County Council Reduces Email Footprint by over 50% and Significantly Reduces the Effort Involved in Managing Data Requests

Company Background

Donegal County Council is the authority responsible for local government in County Donegal, Ireland. As a county council, it is governed by the Local Government Act 2001. The council is responsible for housing and community, roads and transportation, urban planning and development, amenity and culture, and environment. It has 37 elected members.

“ComplyKey managed our growth in our Exchange and File environment and also covers off our eDiscovery requirements quickly and efficiently”
Sean Dunnion – Project Leader, Information Systems,
Donegal County Council

CHALLENGE

Donegal County Council were looking for a solution to manage the growth of their email platform as they migrated to newer versions of exchange. They also wanted a system that could manage the Freedom of Information (FOI) requests that were increasingly being requested via the IT team.

Traditionally email management was resolved using PST files which were corruptible, hard to manage and encouraged data sprawl. These files also made their way onto the File systems, so a secondary requirement was the ability to track and monitor what was being added to the file servers and by who. The solution needed to take these issues into account while reducing the total cost of ownership (TCO) of the data management within the council not increase it via the complexity of the solution.

SOLUTION

Donegal Country Council installed ComplyKEY, Waterford Technologies, all-in-one email and file data management and eDiscovery suite that combines the power of MailMeter and SISCIN in a complete solution.

Email

MailMeter provided Donegal County Council with the ability to reduce their email footprint by stubbing attachments directly from exchange resulting in a reduction of the email footprint by over 50%.

PST files were then captured and imported into the MailMeter solution removing them completely from the organisation.

Freedom of Information Requests

FOI requests were serviced instantly via a clientless eDiscovery browser. File data was analysed and reviewed so that internal IT people could become informed about the make-up of their data and take the appropriate actions to reduce and archive data away from the expensive disk and into centrally managed slower disk for static or older data.

This process in its entirety reduced the TCO of data management within the email and file systems, saving the organisation on valuable resources.

Reduce the cost and disruption of IT resources

ComplyKey gave Donegal County Council lightning-fast search and retrieval that is simple to use by all departments, thereby letting the IT team continue with their day to day tasks.

Reducing the size of Donegal County Councils email store resulted in immediate cost savings and improved performance.
Key benefits

Deployed within two days
Reclaimed 50% of email storage
Captures all emails in the archive 5,000,000+
Meets governance obligations
Provides file management capabilities
Enables fast searches for FOI requests