Case Studies > Fire and Emergency Services (VIC)
From on-prem to on-point:

SharePoint cloud migration

ensures security and compliance.

A Victoria-based volunteer fire service organisation committed to mitigating fire and emergency impacts across the state has identified the need for a centralised document management platform. With over 5000 employees throughout the state, their primary objectives were to implement an efficient document management system for improved accessibility and compliance. After evaluating several IT vendors, SOCO was selected as the trusted experts in Microsoft SharePoint migration to facilitate the migration of their documents from an on-premise network drive to SharePoint Online.

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Challenge

The organisation encountered several challenges related to its document storage infrastructure. They depended on multiple shared drives accessed by various business units and volunteers across the state which posed several limitations, including:

  • An inability to effectively foster collaboration which was a crucial aspect of their operations.
  • Duplication of documents, causing confusion and inefficiency.
  • Lack of version control essential for maintaining data accuracy was also less than optimal.
SOCO Solution

SOCO addressed the challenges through the use of our 4D methodology (Discover, Design, Deliver, Drive). This spanned from initial All-staff informative sessions to training and change management organised across four milestones. This approach brought numerous benefits, including:

  • Security Enhancement
  • Incorporated robust security measures to safeguard sensitive data, ensuring confidential information remained protected throughout the transition.
  • Collaboration and learning
  • Encouraged seamless cooperation and knowledge transfer between SOCO and the organisation’s personnel
  • Scalability
  • Designed the Information Architecture and migration folder structure to accommodate future growth.
  • Operational excellence
  • Ensured all systems and processes are functioning optimally, and all stakeholders were provided with comprehensive training and support before and after GO LIVE.
Technology snapshot
  • SharePoint Online: Transformed the way their people manage documents, enhance team collaboration, increase efficiency, and leverage the secure cloud storage provided by Microsoft as part of their subscription.
  • Microsoft Teams: Enabled modern collaboration, connected and synchronised communication on one platform.
  • Sharegate: Connected, planned, and executed the migration project effectively and efficiently. Allowed us to complete the project on time and on budget.
Outcome

The migration to SharePoint Online marked a significant milestone for our client. From cleansing the data and migrating their supported documents to the cloud and ongoing training efforts across different regions, their teams are now equipped with a deeper understanding of the transition and its manifold benefits, including:

  • Improved accessibility
  • The team can now access their files from anywhere, at any time, and on any device. This transformation not only enhances flexibility, but also facilitates seamless remote work, critical for an organisation with geographically dispersed teams.
  • Maximised Microsoft 365 subscription
  • This ensures the organisation remains technologically up-to-date and optimises performance and security with their M365 subscription moving forward.
  • Enhanced document management
  • Team members now enjoy the ability to document sharing, co-authoring, commenting, and versioning. The automatic history with authors, timestamps, version numbers, and restore options also provide unprecedented control over the organisation’s documents.
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