The Gap Partnership is a global negotiation consultancy firm that specializes in helping organizations and individuals improve their negotiation skills and outcomes. They are known for their expertise in negotiation strategy, tactics and training, and they work with a wide range of clients across various industries.
The company wanted to save costs, enhance document search and improve the organization’s wider collaboration by moving to Microsoft 365. To enable this, they consulted Proventeq to help them consolidate their digital content estate and move their departmental storage from their legacy ShareFile and network file shares to SharePoint Online as central document storage.
With our experience and expertise in ECM modernization and digital transformation, we successfully navigated this transition, enabling them to achieve their goal and business requirements.
The migration presented several significant challenges:
- Consolidation of data during migration: Working with the employees of The Gap Partnership, we identified their active storage locations in either ShareFile or network shares and planned new target structures to accommodate this.
- Maintain business continuity and reduce downtime: Departments had to be migrated in stages, allowing for the gradual decommissioning of legacy source locations and a smooth, swift transition to their new SharePoint sites.
- Ensure data accuracy by maintaining cross spreadsheet links between XLS: Finance spreadsheets were required to maintain business-critical cross spreadsheet links, some of which were password protected – this was performed as part of their migration.
- The hassle of re-applying permissions after the migration: Both existing permissions and ownership metadata needed to be replicated in the target environment.
Proventeq’s migration experts worked closely with the Gap Partnership team, providing technical consultancy to help understand the migration tool and accelerate the project:
- IA Consolidation: Workshops were held with departments to identify their business needs and to ensure all data from ShareFile and network shares was migrated.
- Restructuring of content: Although some content was migrated 1:1, some unorganized content required restructuring to optimize its use and discoverability and to suit each department’s requirements.
The migration to SharePoint Online delivered significant benefits to The Gap Partnership:
- Improved productivity and centralized data management: With all data now in a central location, departments can work on their documents more productively and collaborate across the organization using proven M365 tools and protections.
- Cost savings by decomissioning ShareFile: Content stored directly in Exchange Server as well as content referenced in external ScanPost database were consolidated and standardized along with all their metadata.
- Improved data discovery and visibility: Users across the organization have been able to create landing pages to allow their colleagues to discover their data and ensure that data is visible only to the users who should have access.
Proventeq experts will be in touch shortly after your first communication to establish a consultation or demonstration of products and services.
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