Introduction
Mergers bring opportunity, but they also bring complexity. When two established organisations come together, aligning people, processes and systems take time. While the strategic vision may be clear, the operational reality can present practical challenges along the way.
This was the position facing Guy’s and St Thomas’ NHS Foundation Trust (GSTT) and Royal Brompton & Harefield NHS Foundation Trust (RBHFT).
Following their 2021 merger, the newly affiliated organisations were operating across separate legacy email systems. While teams were united in purpose, their digital environments remained divided, limiting collaboration and slowing integration.
Veracity were engaged as a trusted delivery partner to help the GSTT navigate this complexity. Our goal wasn’t just to move emails or platforms from A to B; it was to build a unified digital foundation that would support increased productivity and collaboration for 35,000 staff, ensure rigorous compliance and security, drive strategic identity, and delivery significant annual savings.
A Divided Digital Identity
Bringing two large NHS Trusts together inevitably brings operational complexity. For GSTT and RBHFT, one of the immediate challenges was aligning their digital environments.
Following the merger, 35,000 staff continued to operate across two separate legacy email systems. While the organisations had formally joined, their digital infrastructure was still separated, creating friction in day-to-day operations and limiting the benefits of full integration.
Strengthening Compliance and Security
A key concern was regulatory compliance. The existing on-premise platforms did not hold full DCB1596 accreditation, which is the NHS England standard for secure data sharing.
In a healthcare setting, where sensitive information must be protected at every stage, this presented a material risk. Addressing it was not simply a technical upgrade; it was essential to strengthening cyber security resilience and ensuring alignment with national standards.
Removing Barriers to Collaboration
At a practical level, separate systems created avoidable complexity.
Colleagues could not easily access contact details across the merged organisation, making cross-site collaboration more difficult than it needed to be. For clinical and specialist teams working across Trust boundaries, seamless communication is fundamental.
Although operating as one organisation, the digital experience did not yet reflect that reality.
Demonstrating Branding & Corporate Alignment
Although both trusts were effective entities individually, there was a lack of corporate identify and branding alignment since the merge, and the potential strength of the combined trusts wasn’t being utilised.
The programme intended to demonstrate that the combined organisation was a single entity rather than several that had been grouped together.
Reducing Cost and Complexity
Maintaining two email infrastructures also carried a financial and operational burden. Running parallel systems required ongoing technical support and investment, resources that could otherwise support frontline clinical systems and innovation.
The Trust needed a solution that would reduce duplication, manage risk and create a unified, sustainable digital foundation for the future.
Secure, Collaborative, and Cost-Efficient
Migrating 35,000 users and 200TB of data was a significant undertaking and the results speak for themselves. This project didn’t just meet technical goals; it created lasting business value that will support the Trust for years to come.
Substantial Financial Savings
By retiring third-party email security solutions, consolidating licensing fees, and reducing infrastructure costs, the Trust is set to deliver significant annual savings. The project’s capital investment is projected to pay for itself within just four years, and a clear example of financially viable digital transformation.
Enhanced Cybersecurity
The new platform is fully DCB1596 accredited, eliminating the cybersecurity risks associated with legacy systems. Mandatory Multi-Factor Authentication (MFA) shifts responsibility for email security to the robust NHSmail platform. The Trust is now more secure, resilient, and compliant.
Seamless Collaboration
The “them and us” divide is gone. All colleagues now use a single email suffix and share a unified global directory. Internal and external communications with NHS partners are seamless, streamlining clinical and operational workflows. Staff can focus on what matters most: patient care.
Sustainability Wins
Decommissioning on-site servers reduced power consumption, directly supporting the Trust’s strategic “Carbon Zero” goal, proving that digital transformation can deliver both financial and environmental benefits.
Conclusion
This project demonstrates that with the right partner, even complex digital transformations are achievable. We delivered more than a technical migration; we created a strategic asset that saves money, ensures compliance, and unifies the workforce.
With all projects and programmes, there are challenges that need to be overcome. Veracity worked with GSTT as a partner, where we collaborated to achieve the project goals. Furthermore, we are working with them post-project to ensure all benefits are realised, and the potential efficiencies are delivered.
If you are considering undertaking a mail migration, or are investigating the idea of moving to the NHS.net central tenant platform, we can help. We will work with you as a partner to guide you through the pre-project requisites in preparation, business case development and approval, and support the end-to-end-delivery as a collaborative team.