Situation

This not-for-profit, recognised for providing aid and relief to vulnerable people in Australia and overseas, had too many files in storage and had fragmented access because of the various environments where the files were saved. Their original content management platform was built on outdated on-premises versions of SharePoint Server (2007 and 2010) and local file servers. Not only did this pose a security risk, but it also hampered their employees’ productivity.

They envisaged a more modern and effective hybrid workstyle for their staff by:

  1. Enabling secure access to files from anywhere on any device, without using a VPN connection.
  2. Enabling a “single source of truth” document control system.
  3. Providing dedicated SharePoint Online workspaces for each department to foster better team collaboration.
  4. Allowing version control, co-authoring, and audit trail when working with documents.
  5. Enabling quick access to files when searching using a variety of keywords enabled by introduction of metadata and document tagging.

Solution

Professional Advantage designed and implemented a modern document management solution that met the not-for-profit’s business objectives, enabling them to digitally transform how they work and communicate internally. The solution included:

  1. Designing and implementing a SharePoint Online document hub that will store, classify, secure, and manage their data.
  2. Consolidating and migrating content from multiple sources: SharePoint 2007, 2010, and local file servers.
  3. Reduction in complexity and operational costs in managing and upgrading legacy on-premises SharePoint environments.
  4. Providing ready-made digital training and change management assets to help users adopt new ways of working with SharePoint in Microsoft 365.

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