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New Forest District Council Accelerates Digital Workflow and Cuts Costs with Meridio to SharePoint Migration in Just 25 Weeks

A UK District Council partnered with Proventeq to migrate their content from Meridio to a more modern platform which resulted in cost saving, enhanced Productivity  and new cloud based Libraries.

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Client Overview

New Forest District Council is located in a historic and scenic region in southern England, primarily located in Hampshire. The New Forest dates back to 1079, when William the Conqueror designated it a royal hunting ground, the New Forest is renowned for its rich biodiversity and cultural heritage. It’s home to free-roaming ponies, cattle, and deer, managed under ancient commoning rights.

The Council itself, covers an area of over 750SqKM and representing over 150,000 constituents,.

The Challenge

New Forest District Council needed to modernize their platforms, mitigate their costs and look to boost their productivity. 

Structures of varying complexity

The council team identified 25 distinct business areas within Meridio, each with folder structures of varying complexity. Classification and separation of data was required to meet the demands of accessibility and navigation within the new SharePoint architecture.

Strict timeframe for the migration

To minimize the impact to the busy council offices, the migration had to take place in stages over the 25 week project period. Each Friday the relevant department would be told to`freeze’ Meridio, and migration would recommence the following Monday again to SharePoint Online.

Content sprawl

With so much data and several departments in the council working in their own respective ways, there was a large amount of redundant, obsolete or trivial (ROT) data to assess.

Document control issues

The old Meridio structure created opportunities for documents to be filed in multiple locations which led to several copies of the same documents scattered across the content landscape.

Our Solution

Our solution accelerated the migration and completed the project ahead of the target date.

Discovery & analysis

Proventeq’s M365 and Azure Cloud experts worked closely with the client’s business and technology teams to design and implement a solution. This enabled a smooth transition for the customer to their existing M365 and Azure Cloud platforms for their DocumentCentric Customer Communication Process Automation requirements.   

Restructuring of data

Proventeq’s Content Analyzer delivered powerful Power BI reports to help the council team to discover data within the Meridio system. Proventeq then helped the council to restructure their data before migration, to enhance the employee experience and suit each department’s requirements.

Classification of data

Proventeq identified that up to 30% of data was redundant and did not need to be migrated from Meridio. This gave the council an opportunity to migrate only the data they needed into the most up to date business practice areas in the target system.

Security & compliance

Proventeq’s technical architects provided a unique level of security throughout the migration. Through integrating metadata of the source and the destination, we were able to migrate content with the same security permissions.

The Results

The migration to SharePoint Online delivered significant benefits to the New Forest District Council, transforming how they use their business data:

  • New cloud-based libraries: With all documents associated with cases in Salesforce kept in SharePoint, users are now able to upload documents via a custom component in a Salesforce record which then auto-generates a SharePoint link. This allows users to save documents in SharePoint, allowing non-Salesforce users to access documents related to the Salesforce record without requiring purchasing additional Salesforce licenses.  
  • Cost savings by decommissioning Meridio: With the data now residing in SharePoint Online, New Forest District Council is able to achieve significant cost savings through the removal of the additional Meridio licenses.
  • Enhanced productivity: The consolidation and new file structure of the new environment has helped the council employees to find the data they need to meet the challenges and responsibilities of departmental collaboration.
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Proventeq helped us complete the migration in 22 weeks instead of the planned 25. The early completion saved us from having to renew our Meridio package and we are making a significant amount of savings per year, which can now be used elsewhere.”

Chris Haws - Information Technology Project Manager, New Forest District Council

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ClientNew Forest District Council
SectorPublic Sector, Government
OfferingMigration from Meridio to SharePoint Online