Global Financial Services Organisation
Streamlined Collaboration, Strengthened Governance and Securely Migrated 200TB from iManage to SharePoint Online
Client Challenges
Dispersed and siloed data sources
Large volumes of content were distributed across multiple iManage workspaces, SharePoint site collections and OneDrive accounts. Rebuilding the correct hierarchy within SharePoint required precise structure mapping and validation to ensure content integrity.
Complex structure transformation
iManage workspace folders needed to be migrated across multiple SharePoint site collections and document libraries. The target information architecture required automated generation of detailed structure mappings, adding further transformation and verification complexity.
Classification of non-standard content types
The organisation required custom classification for non-standard document types, emails and OneDrive content. Accurate sensitivity labelling, retention and metadata alignment were essential for governance and regulatory compliance.
Unique permissions and SharePoint scale limits
iManage workspaces contained granular folder and file-level security that needed to be preserved to maintain confidentiality. SharePoint’s 50,000 unique permissions limit per document library required careful architectural planning to avoid performance impact.
Item-level reconciliation and audit verification
Given regulatory obligations within financial services, full item-level reconciliation was required. Workspace and folder counts, metadata attributes and security mappings needed to be verified post-migration to ensure accuracy and compliance.
Collaboration and usability gaps
The legacy iManage environment limited real-time collaboration and created navigation challenges, impacting productivity and document accessibility for over 500 users globally.
Proventeq's Solution
Comprehensive discovery and automated structure mapping
Proventeq conducted detailed discovery and analysis of the content landscape. A custom SQL script was developed to import client-provided mappings and automatically generate complex structure mapping entries within the migration database. This ensured accurate restructuring of workspaces and folders in SharePoint.
Custom classification framework
Using the custom classification capabilities within Proventeq Migration Accelerator, PowerShell-based rules were defined to classify custom document types, emails and OneDrive content types. This ensured metadata consistency, improved searchability and supported governance requirements.
Security mapping with intelligent library distribution
Out-of-the-box security mapping features were used to migrate users, groups and permission levels from iManage to SharePoint. To address SharePoint’s unique permission threshold, structure mapping rules were implemented to distribute content across multiple document libraries, preserving granular security without exceeding platform limits.
Custom reconciliation and compliance reporting
Proventeq developed custom SQL-based reconciliation reports to provide item-level verification. These reports included workspace and folder counts, metadata attributes and detailed security mappings, enabling the client’s QA team to validate completeness and regulatory alignment.
Modern SharePoint information architecture
Content was restructured into logical SharePoint libraries with enhanced metadata tagging and intuitive navigation. Integration with Microsoft 365 enabled real-time co-authoring, improved accessibility and streamlined collaboration across global teams. Throughout the migration, business continuity was maintained while large volumes of content were securely transferred.
