Oxford University Innovation
Oxford University Innovation transforms policy engagement
Oxford University Innovation (OUI) is a wholly owned subsidiary of the University of Oxford.
Challenge
Policies were spread across legacy systems, shared drives and email, making them hard for staff to find and trust. Different teams stored their own versions of documents, creating duplication and version-control issues. Policy owners lacked a clear, consistent way to manage reviews, approvals and updates, and had limited visibility of which policies staff had actually read.
Solution
Implemented Xoralia on SharePoint and Microsoft 365, bringing all policies into a single, structured repository. Configured a unique collection of web parts (including policy listings, filters and search) so staff can quickly surface the right, current policy in context. Introduced clear ownership, automated review dates, read acknowledgements and approval workflows to keep policies accurate and compliant.
Results
Staff can now find the correct policy in seconds, reducing time spent searching and reliance on outdated copies. Read receipts and dashboards show which users have acknowledged which policies, enabling the organisation to demonstrate 100% policy compliance. Policy managers have greater visibility and control over the whole policy lifecycle, improving governance and audit readiness with a scalable, future-proof platform.
