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Case Study

Local Files Server to Office 365 SharePoint

June 2019

– About our customer

This non-profit organization established by the Maryland General Assembly in 1985. Its mission is to support restoration and environmental education efforts that improve the health of the watershed and natural resources. The organization makes millions of dollars in grants per year. The organization receives no public tax dollars. It is funded primarily through sales of commemorative license plates, voluntary donations to the Endangered Species Fund, and partnerships with other funders and foundations. The organization has repeatedly received four stars (the highest possible rating) from Charity Navigator, an independent charity evaluator.

Business Requirement

The client was using a local file server for document storage and the file server had no document version tracking capabilities. Because of this, staff members were collaborating on various projects by emailing documents back and forth to each other. This way of communicating was inefficient and affected daily productivity. Another issue was, they couldn’t access their shared files from home or during holidays. Our analysis showed it wasn’t cost effective to refresh their server hardware which also should provide a secure VPN service. Our responsibility was to replace the client’s antiquated file servers with a more efficient cost-effective document management solution without putting huge burden on company’s budget.

Our Solution

Pledge Tech Team, after discussions with the client, suggested them to opt for cloud-based solution and migrate the on-premise file server to Office 365 SharePoint. As office was already using O365 business premium accounts for office application and email service, SharePoint was perfect option available in the market for them and it is all they required for going forward with security, accessibility and that’s too without any extra cost.

We selected 5 staff members from different departments to pilot SharePoint in a test environment. This best practice approach ensured that SharePoint would function correctly in the client’s working environment and meet their expectations. The test also helped to highlight any potential challenges before the full migration process began.

Because most of the staff were not familiar with SharePoint, we also arranged for our in-house SharePoint consultant to visit the client’s premises and provide a demonstration of SharePoint’s many capabilities. This included a number of hands-on SharePoint training sessions onsite.

 

Benefits of the Solution

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Eliminates the time-consuming method of sharing documents with colleagues through emails

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A highly available File server which is never affected by internal resources

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Files accessibility from anywhere on the planet

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staff members quickly adopted SharePoint, thanks to its familiar and user-friendly interface

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An agile infrastructure that can grow easily with the business

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Collaboration between office and remote staff is much improved thanks to SharePoint’s documen

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Lower service and maintenance costs

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Reallocated IT time/budget to more effective use

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The company now has an effective online backup solution in place for their documents which are all stored in the cloud and backed up regularly by Microsof

Conclusion

The ultimate goal of the project was to provide the company with a reliable, agile, highly available and efficient File sharing and collaboration solution. Once the migration was completed, users could see that SharePoint was perfectly aligned with their real needs.

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