Sports Company’s On-Premises File Server Migrated to SharePoint
We helped a mid-sized sports coaching business modernise its document management system by transitioning from an on-premises file server to Microsoft SharePoint.
The organisation wanted to improve collaboration, streamline workflows and document management, enhance security, and create scalability for future growth. Our objective was to complete a seamless and successful migration in support of this without disrupting daily operations.
Challenges
The existing file server offered limited accessibility as employees could only access documents at the office or through cumbersome VPN setups, making remote work difficult. It also lacked advanced collaboration features, and couldn’t integrate with other productivity tools such as Microsoft Teams and Office 365.
In addition, the business handled large quantities of working files, which presented concerns over data security – especially given the file server’s reliance on local security protocols and its limited disaster recovery capabilities. Plus, as the business grew, the on-premises infrastructure was becoming difficult and costly to scale, requiring manual intervention for storage expansion and backups.
Our Solution
SharePoint was the most effective option for the migration due to its integration with Microsoft 365, the integrated robust security features, and its ability to scale as the business expanded.
Phase one of the project focused on assessment and planning. We undertook a comprehensive audit of the existing file server, consulted with stakeholders to understand their unique document management needs and selected a phased migration strategy. We also asked the team to clean up the file server by removing duplicate files and obsolete data, and reorganising folders to align with the new SharePoint structure.
During phase two we set up the SharePoint environment – creating document libraries for each department, setting up sites for collaboration, configuring access permissions, and enabling version control to track document changes. We also selected native Microsoft migration tools to automate the migration process, ensuring that folder structures, metadata and file versions were preserved. In addition, we completed a pilot test to identify issues and make necessary adjustments.
Phase three involved the full migration and transition. Active files were moved first with minimal downtime to ensure employees could continue working without major disruption. Archived files were migrated later as they were less likely to impact daily workflows. A comprehensive training programme was also provided for all employees, and a dedicated IT support team was on-hand to resolve issues. Once the migration was complete, the on-premise file server was decommissioned. Redundant systems were retired, and backups were transferred to SharePoint’s cloud-based architecture.
Phase four involved post-migration optimisation. Our IT team continuously monitored the SharePoint environment to ensure optimal performance and address any problems related to file access or permissions. User feedback was also gathered to fine-tune the system for enhanced usability.
Results and Benefits
The transition was carefully managed with minimal disruption, and the client now has a modernised, cloud-based solution that:
- improves collaboration – document sharing is seamless and teams can work together in real time.
- increases efficiency – employees can easily work from home or on the go.
- enhances security – features such as encryption, access control and MFA reduce the business’ risk exposure while ensuring client data is protected and compliant with industry standards.
- saves costs – server maintenance and backup solutions are no longer required.
- is future ready – the business can scale its document management needs as it grows.