Sports Company’s On-Premise File Server Migrated to SharePoint

data migration from on-premises servers to cloud storage, symbolizing the transition with digital icons and arrows.

We helped a mid-sized sports coaching business modernise its document management system by transitioning from an on-premise 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.

Secure and Optimise Your Business IT. Our free guide reveals smarter strategies to protect and streamline your business’s IT systems.

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-premise infrastructure was becoming difficult and costly to scale, requiring manual intervention for storage expansion and backups.

To explore how Agility360 can help your business, visit our homepage.

MacRail’s existing Wi-Fi network suffered from slow speeds and frequent disconnections, leading to user dissatisfaction and lost productivity within the workplace. Certain areas within the office site experienced extremely poor Wi-Fi coverage, creating dead zones where staff struggled to connect to the network. It was also not large enough or scalable to accommodate for the increasing numbers of concurrent users. Improvements were also needed for the security of the Wi-Fi network and were paramount to protect customer data and prevent unauthorised access to sensitive information.

Our Solution

The Weston Analytics team conducted a thorough assessment of MacRail’s Wi-Fi network infrastructure, analysing factors such as coverage, signal strength, bandwidth utilisation, and user density. Based on our assessment findings, we then developed a tailored upgrade plan that addressed the specific pain points and requirements of the business. We evaluated relevant Wi-Fi technologies, before recommending deployment of a combination of Wi-Fi 6 access points and mesh networking solutions to deliver enhanced performance, coverage, and reliability. Detailed site surveys were then conducted by our certified Wi-Fi consultants to identify optimal locations for deploying these access points and mesh nodes, ensuring complete and uniform coverage throughout the site. The upgrade was completed out of normal working hours to avoid any disruption to the business operations and all existing infrastructure was seamlessly integrated with the new Wi-Fi technology. The Wi-Fi network was configured to optimise performance, prioritise critical applications, and enhance security through features such as WPA3 encryption and client isolation. Our team also carried out rigorous testing procedures to validate the performance, reliability, and security of the upgraded Wi-Fi network under real-world conditions.

The upgraded Wi-Fi network delivered significantly improved performance, with faster speeds, reduced latency, and seamless connectivity across all areas of the office location. We eliminated dead zones and coverage was extended to previously underserved areas, enabling staff to stay connected wherever they were in the office.

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.

Want to know more about the team behind our successful projects? Meet the Experts and learn how our experienced professionals can support your business’s IT transformation.

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.

To find out more about Agility360, and how we can support, download our free Agility360 brochure by completing the form below.

Get valuable insights on improving security, enhancing performance, and future-proofing your technology. Download it now! Simply complete the form below.