Utility strengthens compliance and governance: 35M+ records under management, $24M risk mitigated

The challenge

Between 2017 and 2019, the utility faced a series of operational and regulatory issues, including a $24 million fine for incomplete recordkeeping. Records were fragmented across SharePoint, Oracle, Documentum, SAP, and network drives, making it nearly impossible to apply consistent retention rules or demonstrate compliance.

Without centralized governance, the organization struggled to:

• Enforce uniform retention and disposal policies
• Preserve data during audits, investigations, and litigation
• Reduce manual effort and risk associated with regulatory oversight

The solution

In 2020, the utility partnered with RecordPoint to implement a unified records management platform. The solution connected multiple data sources under one governance framework, enabling automation, defensibility, and transparency across the record lifecycle.

Key improvements included:

• Automated classification and retention: Policies are now applied consistently across repositories, ensuring compliance with state and federal regulations.
• Integrated legal holds: Automated tools make it simple to preserve and protect relevant records during audits and investigations.
• Streamlined disposal: Built-in approval workflows and disposal certificates ensure every record deletion is auditable and defensible.

The results

The organization now governs more than 35 million records across its enterprise systems, with five key platforms under management and more to come.

Outcomes achieved:

• $24M in regulatory risk mitigated
• 35M+ records governed under one system
• 5 enterprise systems integrated (and growing)

By modernizing its approach to compliance, the utility strengthened oversight, improved efficiency, and reduced the administrative burden of manual records management.