New Forest
District Council
Reduced Costs, Improved User Experience and Enhanced Data Security by moving from Complex Folder Structures into New
Cloud-based Libraries
identified and removed
migrated
from improved efficiency
Client Challenges
Content sprawl
With volumes of unstructured data spread across several departments in the business, there were issues of data inconsistencies and redundancies.
Complex Meridio structure
Meridio's 25 distinct business areas, each with complex folder structures, required reclassification and restructuring to enhance accessibility, collaboration and navigation in SharePoint Online.
Expensive legacy system
Recognizing the high maintenance and user licensing costs associated with their legacy systems, our client needed to migrate to SharePoint, a cost-effective and modern cloud-based platform.
Data security issues
The unstructured nature and complexity of the legacy system led to insecure document management across the content landscape, compromising data quality and integrity.
Proventeq's Solution
Data discovery
We performed a comprehensive data discovery across Meridio with our Content Insights tool. This helped to identify and remove any data errors, determining which high-value data needed to be migrated.
Restructuring of data
We generated comprehensive Power BI reports to understand data usage patterns. Our team implemented classification and restructuring rules to enrich data and facilitate easy document accessibility, collaboration and user experience within SharePoint.
Cloud office implementation
The enriched data was successfully migrated in full fidelity to SharePoint. This modern system offers an effective licensing cost plan, unlike most legacy ECM systems.
Security & compliance
Our data discovery process revealed that 30% of existing data was Redundant, Obsolete or Trivial (ROT). This ROT data was promptly addressed to ensure compliance. We then implemented metadata, tagging and advanced document security permissions to meet security requirements.
