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LifeArc Advances Collaboration and Security While Achieving Up to 80% Cost Savings with Documentum to Microsoft 365 Migration

A leading UK construction consultancy partnered with Proventeq to create a reusable, compliant Power BI dashboard that streamlines data analysis, enhances collaboration, and provides powerful visualization tools for cost estimation and project insights.

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Client Overview

LifeArc is a medical research charity making life science life-changing and transforming promising life science ideas into medical breakthroughs which change patients’ lives. As a self-funding organization specializing in early-stage translation, the company has spent over 25 years advancing lab-based discoveries into next-generation diagnostics, treatments, and cures.

The Challenge

LifeArc aimed to migrate from their legacy ECM system to Microsoft 365 for centralized data, accessibility and enhanced security functionalities in SharePoint Online, OneDrive, and Teams. LifeArc partnered with Proventeq because of our expertise in Microsoft 365 implementation to help address their challenges. 

Preexisting requirements

Restrictions and prerequisites around browser plugins and software.

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The need to restructure the file systems and processes.

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Issues around proprietary formats and labels from the original locations.

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The business process relied on external systems that has a tight integration with documents stored within Documentum.

Our Solution

Our team facilitated a smooth migration, which enabled LifeArc to collaborate efficiently with scientific and charitable partners while safeguarding intellectual property in their research.

Business strategy

A clear and effective communications and training plan and necessary governance was set up within Office 365 to ensure that it was successfully adopted and implemented across the business.

Migration from multiple sources

All enterprise content was migrated from cabinets in the Documentum system to specially provisioned department sites on SharePoint Online. All user content was migrated to OneDrive locations.

Applying strict security standards

Content was made secure by translating security policies (in adherence with strict regulatory requirements for the Finance and HR depts) from Documentum to SharePoint.

Auto-tagging contents

A user-friendly interface was provided for all users to work with which included the ability to co-author documents and leverage integrated solutions to auto-tag content, especially for the Legal department.

Custom SPFx

A dedicated area for the Projects team to work on active and closed projects was created along with custom SPFx components to facilitate better working with projects. Deploying Microsoft Teams for these projects provided users the platform for better project collaboration.

Data security

To ensure data integrity, data corruption in the source was resolved using Proventeq Migration Accelerator and third-party systems integrating to Documentum (such as the Intellectual Property management platform) were updated.

The Results

The migration to SharePoint Online delivered significant benefits to LifeArc, transforming how they collaborate with business data:

  • Improved collaboration:
    Taking advantage of collaborative tools in SharePoint and Teams, as well as the Office 365 suite, Lifearc could create a virtual workplace where teams can meet, collaborate, complete tasks and work on documents centrally.
  • Significant cost savings: By transitioning to SharePoint Online, LifeArc has been able to make significant (up to 80%) cost savings by reducing licensing, infrastructure, and support costs.
  • Powerful data loss prevention: Easier but more powerful administration and management coupled with provisions for Data Loss Prevention to protect LifeArc’s academic research.
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Moving to Office 365 was a key component of our on-going plan to centralize and improve accessibility and gain more meaningful insights from our business and scientific data.”

Adam Lythgoe - IT Manager, Business Services, LifeArc

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