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Law enforcement organization cuts costs and streamlines operations with SharePoint 2013

This post is one of a series spotlighting success stories from SharePoint 2013 early adopters.

Cambridgeshire Constabulary replaces aging Lotus Notes environment with 40 Microsoft SharePoint 2013 portals

The Cambridgeshire Constabulary, which provides law enforcement and public safety services for 800,000 residents in Cambridgeshire, England, started using Microsoft SharePoint 2013 in April 2012 to develop a cost-effective environment where employees can easily discover information, share documents, and manage data.

To help lower its costs, the constabulary sought new policing tools for working collaboratively and sharing operational data with neighboring constabularies in Bedfordshire and Hertfordshire. For many years, the constabulary used Lotus Notes to manage internal data such as event orders, duty rosters, and other critical policing information. It also used Lotus Notes to manage criminal, public safety, and operations databases, some of which must be maintained for 25 years because of government regulations.

“By replacing our Lotus Notes environment with SharePoint 2013, we make our police and business staff more efficient, reduce our IT management burden, and lower our costs,” says Ian Bell, Head of Information and Communications Technology (ICT) at Cambridgeshire Constabulary. “With SharePoint 2013, people can work together to collect intelligence, complete investigations quickly, and provide effective public services.”

The Lotus Notes environment was expensive to maintain relative to the constabulary’s updated IT infrastructure, which included Microsoft Office 2010, Microsoft Exchange Server 2010, and Microsoft Lync 2010. Constables and other employees could search only one Lotus Notes database at a time, and they often had to open more than a dozen databases before finding the information they needed.

The organization is deploying up to 40 SharePoint 2013 portals and creating collaboration environments for new Police and Crime Commissioners, Cambridgeshire Council, and Hertfordshire and Bedfordshire constabularies. Employees can now take advantage of SharePoint 2013 functionality to:

  • Maintain portals and manage enterprise content without relying on the organization’s ICT team.
  • Synchronize documents stored on their personal sites offline by using SkyDrive Pro in SharePoint 2013.
  • Get consolidated search results from the entire Cambridgeshire environment with a single query.
  • Use a SharePoint 2013 connector to return data from any Lotus Notes database.
  • Collaborate with tools including blogs, wikis, personal and team sites, and integration with social media channels.

By November 2013, the constabulary expects to deploy SharePoint 2013 to 2,400 internal employees and enable access to almost 10,000 users at Bedfordshire and Hertfordshire. “With SharePoint 2013, we can input information in one place,” says Bell. “We can deliver that information to anyone in the organization, anytime, anywhere.”

For more on how Cambridgeshire Constabulary is using SharePoint 2013, read the complete case study.