Industry watchdog Ofgem, the office of gas and electricity markets, is using document management software to improve information access internally and to consumers and businesses.

Ofgem selected business and IT services provider, Parity to construct a document management system and externally facing website. The first stage of this project is the launch of a new website that will play a key role in helping market participants and consumers find information about gas and electricity regulation, changes and news that could affect them.

The second phase of the project will include a comprehensive internal employee intranet to help improve electronic document and records management. This will deliver cost savings and improve efficiency for Ofgem through being able to more quickly find information and collaborate more effectively.

Nick Simpson, Ofgem enterprise content management director said: “Our first priority is helping to bring choice and value to consumers by improving transparency and clarity in the regulatory environment. As a national watchdog we have a duty to provide stakeholders with the most comprehensive information on gas and electricity markets available and to promote competition in the UK market. We can now publish this content far more efficiently and quickly and everyone can find the information and navigate around the new website far more intuitively.”

People accessing the new Ofgem website can search for and retrieve information from approximately 16,000 documents that are constantly updated. Ofgem staff can now publish new content far more efficiently using this new platform, which will save them time and reduce costs.

Simpson added: “The new internal intranet will also help our staff to work together more effectively by making it easier to retrieve and share information. Currently there are 1.2 million documents saved in our internal files, our current system makes it very difficult to search for and access these files. In some instances employees have turned to the website to find a document because they could not locate it on the internal network.”

The content and document management process of the website is underpinned by the use of Microsoft Office SharePoint Server 2007, making Ofgem one of the first UK public sector organisations to implement the software.