LifeArc, a leading medical research charity focused on advancing science and transforming medical research into treatments for patients, faced significant challenges with their legacy Documentum ECM system. The organisation needed to enhance collaboration with scientific and charitable partners while protecting the intellectual property in their research.
The existing document management system presented several critical obstacles for LifeArc’s mission:
- Cumbersome Access to Documents: Employees struggled with browser plugin restrictions and a difficult interface, reducing productivity and engagement.
- Proprietary Label Requirements: LifeArc’s Intellectual Property Management System was tightly integrated with assets stored in Documentum, creating complex dependencies.
- Strict Migration Timeline: The organisation needed to adhere to a strict migration schedule to avoid additional costs from Documentum license and support renewals.
- Inadequate File Systems: A significant restructuring of file systems and processes was required to align with how records needed to be stored and accessed in SharePoint Online.
As part of a holistic Office 365 adoption strategy, Proventeq implemented comprehensive solutions to address LifeArc’s content management challenges:
- Customised Migration Strategy: All enterprise content was migrated from cabinets in the Documentum system to specially provisioned department sites on SharePoint Online, while user content was migrated to individual OneDrive allocations.
- Secure Content Migration: Security policies were translated from Documentum to SharePoint, adhering to strict regulatory requirements for Finance and HR departments.
- Creating User-Friendly Interfaces: A more intuitive interface was provided for all users, including co-authoring capabilities and integrated solutions to auto-tag content, especially for the Legal department.
- Deploying Microsoft Teams for Project Work: A dedicated area for the Projects team was created along with custom SPFx components to facilitate better project collaboration.
- Ensuring Data Integrity: Data corruption in the source was resolved using Proventeq Migration Accelerator, and third-party systems integrating with Documentum were updated.
“Working closely with Proventeq as our specialist technical partner, we were able to migrate from our legacy content management platform into Office 365 with confidence.”
Adam Lithgoe - IT Manager / Business Services
The migration to Office 365 delivered significant benefits to LifeArc, transforming how they manage and collaborate on scientific and business data:
- Significant Cost Reduction: By transitioning to SharePoint Online, LifeArc achieved up to 80% cost savings by reducing licensing, infrastructure, and support costs.
- Enhanced Collaboration: SharePoint and Teams, in conjunction with the Office 365 suite, created a virtual workplace where teams can meet, collaborate, complete tasks, and work on documents from a centrally based repository.
- Improved Accessibility: SharePoint enabled employees to access business content from anywhere and through multiple starting points (O365 apps, iOS apps, browsers, etc.).
- Better Data Protection: Easier but more powerful administration and management coupled with provisions for Data Loss Prevention to protect sensitive research data.
- Massive Migration Success: Successfully migrated 7.3 million items to Microsoft Office 365.
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