Financial Services and Markets Authority (FSMA)

Migration from Exchange Public Folders to SharePoint Online


Client Profile

The Financial Services and Markets Authority (FSMA) is one of the two authorities, along with the National Bank of Belgium (NBB), entrusted with the supervision of the Belgian financial sector. The FSMA seeks to ensure that the financial system deserves the trust of its users.

Proventeq worked closely with their Belgium Partner, Sogeti, to provide the customer with a solution that would fit all the requirements and to ensure a smooth transition. Proventeq Migration Accelerator was the key technology solution used to migrate content into the new environment.

Proventeq Discovery tool helped to analyse all available items in Exchange Public Folders and enabled the identification of any inconsistencies in content and permission. File urls with over 260 characters were identified and substitution rules were designed per department. During the process of standardising the content and metadata, selected items were configured to be converted into MSG format.




Financial Services


Exchange Public Folders



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The Complexities of Migrating from Exchange Public Folders to SharePoint

  • A quarter of this content had to be filtered out prior to migration.
  • Majority of the items had to be converted from EML format into MSG format. 
  • Some Exchange items had metadata stored in an external Oracle database.
  • The naming convention created a very long file path in Exchange, which was not supported in SharePoint.
  • Exchange allowed numerous characters in the filename that were not supported in SharePoint
  • The source data was constantly being modified on a daily basis. 
  • Each department had a phased transition plan, meaning that the migration plans had to reflect this requirement

Solving FSMA's Unique Challenges

Content filteration

Special rules had to be formulated to automate the migration due to almost half the content not classified with the required metadata.

File conversion

Email messages had to be converted from EML format into MSG format in order to be viewed directly from SharePoint.

Fixing file paths issues

Users had followed a naming convention that created very long file paths in Exchange, which had to be renamed and converted to paths that can be supported in SharePoint.

Synchronizing data

Data had to be synched because FSMA as a supervisory financial body, had its source data constantly being modified on a daily basis.

The Results

A flexible solution

Through our migration expertise and with the use of our rules-based product, we delivered an end-to-end solution that answered all of the business needs. 

Metadata consolidation and retention

Content stored directly in Exchange Server as well as content referenced in external ScanPost database were consolidated and standardised along with all their metadata.

Data consistency and reliability

An item level audit ensured that every content was successfully cleansed, transformed and migrated to comply with the constraints of the new environment. Many items had their format converted to fit the new environment.

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Proventeq was key for the Financial Services and Markets Authority (FSMA) to meet its tight deadline and ensure data quality.

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