Enexis Netbeheer has chosen Custodian for Legal from Transform Data International as a new solution for knowledge and file management.
The Dutch grid operator was looking for a user-friendly file system to simplify the complete file creation of the legal department.
It was very important for the users to be able to form a complete file in which communication, tasks and documents were shown in the correct context. From a management perspective, having dashboards based on current and accurate data was of great importance so that the right decisions could be made quickly.
As with many other organizations, the presented solution was positively received as users were already familiar with the Microsoft 365 and SharePoint environment, which has been used by Enexis for years as their base platform. This combined with the extensive Outlook integration ensures that users quickly familiarize themselves with this way of working. An additional technical advantage is of course that Microsoft 365 is resistant to calamities and users can access their important files at any place and time, even without an active internet connection.
Some requirements that the replacement system had to meet were:
- All information must primarily be accessible from Outlook and Microsoft 365. For creating, editing and viewing documents, and so that all information (communication and documents) of one file can be found in one place;
- All data is stored in European data centers;
- The user is automatically recognized by the system when logging in to an organization device and can be used from anywhere;
- All changes to documents and files are registered, so you can follow the progress of a document or file and with the option to revert to previous versions of a document;
- E-mail communication should be easy to store, and where possible this should even be done automatically;
- Possibilities to view document versions, or to compare versions and documents with each other or other documents;
- Convert Direct Office documents to PDF.
Despite initial resistance to work with a new system, the end users are now very enthusiastic. Jerry Heijstee, Process Specialist at Enexis: “Custodian provides good support for their daily work. The system contributes to the goal of working more efficiently and effectively.”
Daniel Frins, Sr. Consultant LegalTech & Matter Management at Transform Data adds: “It’s fantastic to see how we can not only help users with their daily activities using Custodian for Legal, but also provide the management team with insight by generating management information in clear reports”.
About Enexis Netbeheer
Enexis Netbeheer is one of the 7 regional network operators in the Netherlands. The most important task of a grid operator is to construct and maintain the energy grid in the Netherlands. In addition, a network operator takes care of the transport of energy: we transport energy from the power plant or gas station to your home or company.
Enexis Netbeheer brings energy where people need light and heat. We supply more than 3 million households and companies in the Netherlands with electricity and gas via a largely invisible network. With state-of-the-art services and networks, we deliver securely, anytime, anywhere and affordably and we are prepared for sustainable and flexible two-way traffic.
With our more than 4,300 enthusiastic employees, we work every day on the stability and reliability of our networks and the future of our energy. In this way we stimulate, coordinate, facilitate and finance initiatives and use our knowledge, expertise and strength to speed up the energy transition. Together we make a sustainable energy supply possible.
For more than 100 years, we have been at the heart of society, ensuring a reliable energy supply and providing services that make people’s lives more pleasant and easier. By using our knowledge, expertise and energy in every possible way, we are speeding up the energy transition. A social role that we will continue to fulfill even in times of rapid change. Now and in the future.