The Learning & Development team struggled with duplicated content, poor searchability, slow access approvals, and limited audit visibility caused by reliance on shared drives and disconnected systems.
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An Australian State Government L&D Team Improved Compliance Oversight and Reduced Asset Duplication with Canto
CUSTOMER
INDUSTRY
State Government
CHALLENGE
RESULTS
By implementing a digital asset management platform, the team created a single source of truth that improved searchability, strengthened compliance oversight, reduced duplication, and enabled secure self-service access for hundreds of users.
KEY PRODUCT
Canto
With Canto, the migration of content has not only streamlined our asset management but also opened up more efficient and extensive collaboration opportunities across teams.
Senior Manager Digital Strategy
Auditability was a major driver for us. Having clear visibility over content usage supports our governance obligations and reduces risk across the organisation.
Senior Manager Digital Strategy
There was some effort upfront to set things up properly, but the payoff has been significant in terms of efficiency, visibility, and user confidence.
Project Officer
We now have a single source of truth for our learning assets. People can find what they need quickly and trust that it’s the approved version.
Senior Manager Digital Strategy
About Customer
The organisation is a large Australian state government agency responsible for planning, building, and managing transport infrastructure and services across a major Australian jurisdiction. Established to centralise transport delivery, the agency operates as a standalone statutory body within the state government structure.
Its responsibilities span public transport services, road infrastructure delivery and maintenance, and the regulation of transport safety and compliance. The agency also oversees vehicle and driver licensing, as well as safety and operational standards across road and waterway networks.
Accountable to state government ministers and parliament, the organisation operates in a highly regulated environment with strict governance, compliance, and reporting requirements. This scale and regulatory complexity place strong demands on how information, training, and learning assets are managed across internal teams and partner agencies.
A large Australian state government agency responsible for delivering critical public services manages an extensive library of learning and development (L&D) assets. These include training documents, assessments, policies, multimedia resources, and compliance materials shared across multiple internal teams and related agencies.
The Challenge: Managing Learning Content Across Shared Drives
As the volume of digital content grew, the L&D team recognised that existing systems and processes were no longer sufficient. To strengthen governance, improve accessibility, and support long-term compliance, the department implemented Canto, working with databasics to design, deploy, and support adoption of the platform.
Before implementing a DAM, the L&D team relied primarily on network drives and, in some cases, SharePoint. While familiar, these tools created increasing challenges over time.
First, content duplication and version confusion became widespread. Multiple copies of the same document existed across different folders, making it difficult to identify the most current or approved version. This increased the risk of outdated materials being used in training and compliance activities.
Second, search and discoverability were limited. Inconsistent folder structures and naming conventions made it time-consuming to locate assets, often leading staff to recreate content that already existed.
Finally, governance and compliance requirements were difficult to manage. Access to files required formal IT approvals that could take weeks, slowing down L&D delivery. The team also lacked a reliable audit trail, making it impossible to see who had accessed or downloaded sensitive materials.
One of the major objectives was to move away from SharePoint, where the team faced significant limitations, especially around collaboration.
We had years of learning content spread across shared drives, with multiple versions of the same document in different places. It made it very hard to know which version was current or where updates needed to happen.
Finding The Right DAM
After reviewing several options, the agency selected Canto as its digital asset management platform, partnering with databasics to support implementation, governance design, and staff training.
Canto was chosen for its strong metadata capabilities, built-in version control, detailed activity logs, and flexible permission settings. These features allowed the L&D team to move beyond folder-based storage and establish a structured, searchable system designed for regulated environments.
How a State Government L&D Team Implemented Digital Asset Management
Thousands of assets were migrated from SharePoint into Canto. With guidance from databasics, the team defined metadata standards, review cycles, ownership rules, and user access models. This ensured that different internal teams and agencies could securely access the right content without relying on ongoing IT intervention.
With Canto, the migration of content has not only streamlined our asset management but also opened up more efficient and extensive collaboration opportunities across teams. The platform’s ability to provide controlled access, versioning, commenting, and approval workflows has made it much easier for different departments to work together, something that just wasn’t possible in our previous setup.
The Solution: Compliance and Efficiency Across the L&D Function
Since adopting Canto, the L&D team has seen significant improvements in efficiency, compliance, and collaboration. Hundreds of users now access thousands of learning assets from a single, trusted source of truth.
"The biggest game changer has undoubtedly been metadata, especially custom metadata. It’s allowed us to structure our library in a way that’s meaningful to our workflows and team needs," reports Manager of Digital Strategy. "We’re now able to tag, sort, and locate assets with ease — something that was incredibly time-consuming in our previous systems. Custom metadata fields have added a layer of flexibility and control that’s helped drive consistency and efficiency."
Audit trails and activity logs have delivered immediate value in a highly regulated environment. The team can now clearly see who has viewed or downloaded assets, supporting investigations, audits, and compliance reporting—capabilities that were not possible with shared drives or SharePoint alone.
Search and discovery have improved dramatically. With consistent metadata and powerful filtering, staff can quickly find the correct asset, reducing duplication and eliminating unnecessary rework. Review schedules and ownership tracking also help ensure content remains current and compliant.
Version control has streamlined the management of frequently updated training and compliance documents. Instead of managing multiple copies, the team now maintains a single authoritative file with a clear version history, ensuring users always access the latest approved content.
Portals have further improved collaboration across internal teams and related agencies, enabling secure, on-demand access to learning materials without increasing administrative overhead. Portals have given us a seamless way to share
curated content. The ease of use and professional presentation of Portals has
made a huge difference in how the team deliver assets.
Overall, Canto now provides a scalable foundation for the department’s L&D function—supporting future learning initiatives while meeting strict governance, security, and compliance requirements. While the initial setup required careful planning and change management, the long-term benefits in visibility, control, and user satisfaction have made the platform a critical part of the organisation’s digital learning infrastructure.
With Canto, we’re able to manage permissions at a much more granular level, ensuring that the rightpeople have access to the right content — and nothing more. This has significantly strengthened our overall security posture and improved compliance across teams.
What's next
With a solid DAM foundation now in place, the Learning & Development team is focused on expanding how the platform is used across the organisation. Plans include migrating additional content from previously siloed teams and past projects, onboarding more users, and refining categorisation and metadata to support a growing and more diverse user base.
The team is also working to embed the DAM more deeply into everyday workflows, expanding internal collaboration and bringing e-learning packages into the platform to better manage training delivery. While the core Library continues to meet their needs, the team is exploring ways to improve collaborative workflows, particularly within Workspaces, to create a more consistent and intuitive user experience as adoption grows.
Working with databasics
"They are true champions!", says the Senior Manager, Digital Strategy at the agency. databasics has worked closely with the Learning & Development team to support implementation, ongoing optimisation, and adoption of the DAM platform. Their guidance has helped streamline content migration, design scalable governance structures, and ensure the platform continues to evolve alongside organisational needs.
Drawing on experience supporting regulated organisations, databasics has provided practical advice to balance usability with strong security and compliance controls. Ongoing collaboration has enabled the team to build confidently on their DAM foundation and continue getting maximum value from the platform as usage expands.
The support we’ve received has been outstanding. Having a team that understands both the platform and the realities of a regulated environment has made a real difference in how effectively we’ve been able to use Canto.
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