Public Sector - Education
From On-Premises Complexity
to SaaS Simplicity

Replacing a high-maintenance records environment with

a scalable SaaS platform

When Legacy Systems Create More Work

A public education institution was relying on an on-premises records management environment that required significant effort to maintain, upgrade, and support. Higher infrastructure dependency, higher total cost of ownership, and limited workflow visibility made records management increasingly difficult to manage and scale. The institution needed a more scalable, user-friendly approach that could strengthen governance and support future-ready digital operations.

Key Challenges

High infrastructure dependency
Higher total cost of ownership
Manual records management processes
Limited workflow visibility and reporting
Growing governance and compliance requirements

Moving to a SaaS-First Model

Infosys and Newgen partnered to implement a SaaS-based Newgen Records Management System (RMS) that modernized records management across academic and administrative functions. The solution introduced stronger governance controls, workflow-driven processes, improved reporting, and a more intuitive user experience while aligning with government-level requirements for records management, data governance, cybersecurity, and ICT systems.

Key Transformation Highlights

Implemented SaaS-based Newgen RMS
Modernized records lifecycle management
Strengthened governance controls
Improved reporting visibility
Aligned with government-level compliance, cybersecurity, and ICT requirements

A Simpler Path to Compliance

The transformation delivered a scalable, secure, and future-ready records management environment that reduced operational overhead while strengthening governance and compliance.

Business Outcomes

Reduced infrastructure dependency
Improved reporting and operational visibility
Reduced total cost of ownership
Strengthened compliance and auditability
Enhanced user adoption and experience