Case Study: National Defence Registry

Summary

A UK national defence unit operating within a highly secure environment required a modern replacement for its legacy registry management system. The existing platform was built on obsolete hardware and software with no viable upgrade path, creating increasing operational risks and inefficiencies.

Working alongside Leidos, UK Software deployed TranSearch to provide secure tracking and lifecycle management of classified records and assets across a large-scale operational environment.

The new solution was designed to operate within a closed, non-internet-connected infrastructure while supporting strict governance, auditability and role-based security controls.

TranSearch now provides full visibility of assets and records from creation through to destruction, improving operational efficiency, reporting capability and long-term scalability while reducing reliance on manual processes.

Organisation

Leidos supporting a UK national defence unit operating across the UK

Challenge

Legacy registry system no longer fit for purpose, limiting operational efficiency, scalability and visibility

Solution Delivered

Secure asset & records tracking
Full audit trail and lifecycle visibility
Role-based access controls
Advanced reporting & governance tools
Flexible workflow configuration

The Challenge

A national defence unit required a modern replacement for an outdated registry management system that was no longer aligned with operational demands.

The existing system relied on obsolete software and hardware with no viable upgrade path, creating increasing risks and inefficiencies in the management of classified records and operational assets.

A replacement solution was required to operate within a secure, closed infrastructure while supporting evolving workflows, strict role-based permissions and high levels of auditability.

The organisation also required improved visibility, reporting and accountability across a complex operational environment while reducing dependence on manual processes.

“

TranSearch has given us a secure and dependable platform for managing our records and assets, replacing a legacy system that was no longer fit for purpose.

The ability to accurately track items and maintain a full audit trail has made a real difference to how much confidence we have in our data and day-to-day operations.

— Graham Robinson, Leidos

The Solution

TranSearch was configured to provide secure, auditable management of classified records and assets while remaining flexible enough to align with highly specific operational requirements.

Using barcode technology, TranSearch enables every physical record and asset to be tracked from creation through to destruction, ensuring full lifecycle visibility and accountability.

Every movement and access event is logged to provide a complete audit trail supporting governance, compliance and operational control.

The system was configured to reflect existing workflows while remaining adaptable to evolving operational needs, helping ensure long-term scalability and efficiency.

Role-based permissions ensure users only access the information necessary for their role, supporting strict security and clearance requirements across the environment.

TranSearch also supports linked records and associated digital documentation, allowing physical and electronic information to remain connected and traceable throughout operational processes.

Comprehensive audit logs and reporting tools provide greater visibility into asset activity, operational performance and governance compliance.

Built-in and custom reporting functionality provides clear operational insight and supports informed decision-making across the organisation.

TranSearch also delivers automated notifications, advanced search capability and configurable governance controls to help ensure processes remain compliant, structured and efficient over time.

UK Software additionally provided ongoing customer support and technical expertise to help align the deployment with enhanced security requirements throughout implementation.

Outcome

Following implementation, TranSearch became embedded within day-to-day operational workflows, supporting secure and structured management of sensitive records and assets.

The organisation now benefits from improved visibility, greater operational control and enhanced reporting across a complex multi-site environment.

Reliance on manual processes and legacy infrastructure has been significantly reduced, improving efficiency while strengthening governance, auditability and accountability.

The system continues to support evolving operational needs while providing a dependable platform for long-term records and asset management.

Case Study: National Defence

How UK Software and Leidos deployed TranSearch to modernise secure asset and records management within a UK national defence environment.

A practical overview of how TranSearch replaced a legacy registry platform with a secure, auditable and scalable operational solution.

Summary

Organisation

Challenge

Solution Delivered

The Challenge

TranSearch has given us a secure and dependable platform for managing our records and assets, replacing a legacy system that was no longer fit for purpose.

The ability to accurately track items and maintain a full audit trail has made a real difference to how much confidence we have in our data and day-to-day operations.

The Solution

TranSearch was configured to provide secure, auditable management of classified records and assets while remaining flexible enough to align with highly specific operational requirements.

Implementation

The implementation was carefully structured to support a secure transition from a legacy platform to a modern operational environment with minimal disruption.

The implementation was carefully structured to support a secure transition from a legacy platform to a modern operational environment with minimal disruption.

The system was configured to reflect specific operational workflows, governance controls and security requirements.

Extensive testing ensured the solution operated effectively within the secure, closed infrastructure environment.

Existing registry data and operational records were securely migrated into the new environment with minimal disruption.

Deployment support ensured a smooth transition away from the legacy platform while maintaining operational continuity.

Users received practical training and onboarding support to ensure confident adoption across operational teams.

Ongoing technical support and expertise helped ensure the deployment remained aligned with enhanced security requirements.

Outcome

Understand Your Current Level of Asset Control

Centralise control, improve compliance and reduce operational risk with a unified system.