Guidehouse

Migration from Citrix ShareFile to SharePoint Online

Client Profile

Guidehouse is a leading global provider of consulting services to public and commercial markets with broad capabilities in management, technology, and risk consulting. Across a range of advisory, consulting, outsourcing, and technology/analytics services, they help their clients create scalable, innovative solutions that prepare them for future growth and success. Headquartered in McLean, Virginia, the company has more than 8,000 professionals in more than 50 locations.

LOCATION
USA
SECTOR
Management Consulting
SOURCE
Citrix ShareFile
DESTINATION
SharePoint Online
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Case study overview

 

Following a significant business acquisition and period of organic growth Guidehouse were looking to update their digital workplace system to match their increased size and growth ambitions. Having already adopted Microsoft 365 they were keen to also utilise SharePoint. With complex technical requirements, they needed an advanced migration tool to support their big move but struggled for over a year to find one that would work with their highly regulated Microsoft 365 Government licenses; which they have to work with their Federal and Public Sector client base. Every other technology provider they spoke to didn’t work with GCC High tenants and closed the door. But Proventeq were more than happy to take on the challenge.

After an initial consultation to understand their unique business needs Proventeq’s engineers and development team were able to redevelop the tool, Migration Accelerator, to work with highly restricted Microsoft 365 Government tenants.

Ultimately it was this flexibility and technical support which impressed the Guidehouse team. Proventeq’s Migration Accelerator helped to make their migration to SharePoint a resounding success.

The challenges of migrating from Citrix ShareFile to SharePoint

High cost with license duplication

Already using and paying for Microsoft 365 licenses for email and collaboration, Guidehouse had access to a SharePoint platform they weren’t utilising. If they retained all their legacy Citrix ShareFile system, they would have to pay to maintain both. Which at their current headcount would be an additional annual cost of $1 million. A compelling argument for migration.

GCC High compatibility required

Many migration tools are built to migrate to Microsoft 365 Global, but almost none natively work with Microsoft 365 Government due to its increased security and governance complications. Neither did Migration Accelerator until Proventeq’s engineers listened to Guidehouse and quickly redeveloped the tools capability to connect with the US Office 365 Government Cloud.

The Solution

To meet the specific challenges of Guidehouse's SharePoint migration requirements, Proventeq worked closely with their existing business processes and underlying systems, and utilised the advanced features of our Migration Accelerator product to maintain business continuity and productivity:

Information architecture optimisation

Classification and separation of data were efficiently processed to meet the demands of accessibility and navigation within the new SharePoint architecture.

Pilot migration

Migration Accelerator’s pilot migration feature allowed full mapping of all content and proved the revised content architecture worked according to business expectations before the live migration, keeping their business operations on their existing ECM system before the go-live of SharePoint Online.

Security and compliance

During the migration, we enriched and restructured their content via classification, security remapping, metadata and taxonomy. We also moved dossier documents from the common object store to customer-specific document libraries to ensure security and compliance.

Full-fidelity migration

Once the team at Guidehouse were satisfied with the migration design and target system architecture, Migration Accelerator was utilised to execute a full-fidelity migration with an item level audit trail. This ensured that all items were successfully migrated.

The Results

achieve migration goals
Flexible approach helped achieve migration goals

“Your developers quickly and within a matter of days changed the code so that it would be able to connect. And they made it work. I was very surprised because many other companies who had similar tools said they would not work with GCC High.”

reduce rot data
Removed 33% of ROT data

Guidehouse was initially looking to migrate all 18TB of content their Citrix ShareFile report showed they had. But during Proventeq’s migration design and configuration we were able to reduce this to just 14TB by excluding redundant versions of archive files. With less data to move, they could achieve the same migration goals in a far quicker time scale. “Once again you changed the tool to make it work for us. Flexibility is on your side, which is great for us.”

High-speed migration
High-speed migration

We used the discovery filter in Migration Accelerator to detect and segment thousands of documents into shared folder types for SharePoint and personal folders for OneDrive whilst retaining the same folder level security and full metadata. This allowed our teams to deploy a super-fast batch migration approach achieving migration speeds of more than 40GB per hour.

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