How a public body stops basing system replacements on guesswork
When a records or line-of-business system is tendered, moved or shut down, no one has an overview of what sits in the old system and on the drives around it. KnowledgeHub maps the content, so the requirements, the data migration and the archive transfer rest on facts, not guesswork.
The decisions stay with the public body.
No one knows what's in there
A records or line-of-business system that has run for many years holds more than anyone has an overview of. Around it sit shared drives with documents that never made it into the system.
So when the system is to be tendered, moved or shut down, the requirements rest on guesswork. The migration ends up costing more and taking longer than planned, and the surprises arrive after the contract is signed.
Along the way, the duty to register records, deletion rules and transfer to the Danish National Archives all have to be met. That's hard when you don't know what's there.
KnowledgeHub ingests the old system via export or connector together with its shared drives and classifies the content. The mapping uses the same ingestion and classification as the rest of the platform.
The result is an overview of document types, volumes, topics and actors, and of documents that look like case records but sit outside the records system. The content also becomes searchable, so the project team can investigate it themselves.
The engagement is a bounded, fixed-price mapping of one system or one drive, before the supplier is chosen. It ends with a prioritised list of what should be registered, moved or assessed for disposal. KnowledgeHub doesn't make that decision, and it doesn't replace the migration supplier. The legal assessment and the authority to decide stay with the public body.
Ingested and classified
The content of the old system and its shared drives is ingested and classified.
An overview of the content
Document types, volumes, topics and actors, and documents that look like case records but sit outside the records system.
The public body decides
KnowledgeHub doesn't decide on disposal or registration. The legal assessment stays with the public body.
A replacement, planned from facts
A system to replace
A region is tendering a new line-of-business system and shutting down the old one.
The project team has to write the requirements, and the archive manager needs to know what has to be transferred.
What takes up the space
The mapping shows which document types take up the most space.
It also shows which topics and actors they concern, so the requirements rest on what is actually there.
Records outside the records system
A folder on the shared drive holds correspondence that looks like case records but was never registered.
The project team searches the folder themselves and works out which cases it belongs to.
The public body decides
The records manager assesses what has to be registered.
The system owner writes the migration requirements from the volumes and types that are actually there. The decisions are the public body's. The basis is facts.
Requirements that rest on the actual content
- Requirements written from what actually has to move.
- Fewer change requests and surprises after the contract is signed.
- Documents outside the records system are found before the drive is shut down.
- The content stays searchable afterwards.
- Sector
- Public sector
- Region
- Denmark
- Org scale
- Ministries, agencies and regions
- Personas
- Head of IT, procurement and project leads, system owner in the business, archive and records managers
- Products
- KnowledgeHub · Case workspace · Graph traversal · Agents
- Compliance
- GDPR-aligned processing · ISO 27001 posture · configurable retention
More from Public sector
Easy to start. Safe to stop.
The pilot runs at a fixed price: we map the workflow, deploy it in your environment and prove it on your own cases. Then you decide.
Fixed price · Fixed timeframe
- 01
Map the workflow
Two weeks with your people where we document what happens today, including the parts nobody wrote down.
- 02
Deploy in your environment
Inside your tenancy, on your data residency terms, with no exports and nothing leaving through the side door.
- 03
Prove it under audit
Controlled evaluation against your own cases with compliance and the process owner signing off before go-live.
- 04
Run in production
We stay on with retraining, reporting and ongoing oversight for as long as the workflow runs.
Fixed price, Fixed timeframe. 8–12 weeks pilot: Continue (Expand once you know it works) / Stop.