File Share to Cloud Migration

Background

A general contractor’s document management system was cumbersome and ineffective. They needed a modernized document management strategy that leveraged the benefits of cloud storage, and to reduce the costs and maintenance currently required with their existing system.

Challenges

There were no offline capabilities and users could only access jobsite files with an active internet connection.
Jobsite files were frequently emailed which ended up bloating their email server and caused bottlenecks in their collaboration.
Laptops and mobile devices required a VPN installation in order to access files which led to IT headaches and unnecessary costs.
IT lacked the necessary controls to properly audit files, enforce governance, and to implement disaster recovery protocols.
Users spent excessive time locating files and often ended up recreating jobsite files that already existed.

Results

Increased productivity by allowing employees to quickly access files from anywhere, even when an internet connection is not available.

Dramatically reduced the time required to locate current or old jobsite files.

Reduced IT costs by moving to the cloud, reducing annual maintenance and support costs.

Solution

Our consulting team migrated their files from an old File Share site to SharePoint and Microsoft Teams, bringing several benefits to the organization:

Real-Time Collaboration: Multiple people can edit the same document simultaneously.

Enhanced Security for Files: Ability to audit changes, enforce multi-factor authentication, manage external sharing, and more.

Built-in Document Versioning: No need to create duplicate copies, as versioning is managed automatically with SharePoint.

External Sharing: Enables secure external document sharing with controls to restrict editing, downloading, printing, and other actions.

Enhanced Search: Customized the search engine to enable the ability to find a needle in a haystack, by searching the physical contents of all documents.

Technologies

“Cloud is about how you do computing, not where you do computing.”

Marc Benioff