Q-Chem
Modernising Legal & IT Content to Enable Secure AI Driven Operations with SharePoint Online & Microsoft Copilot
Client Challenges
Fragmented, low-quality content estate
Legal and IT documents were spread across multiple file shares, containing duplicate and inconsistent versions, redundant and obsolete content and deeply nested folder structures. With no metadata or lifecycle controls, finding accurate information was slow and unreliable.
VPN dependency and limited accessibility
Access to content required VPN connectivity, creating delays and operational friction, particularly for legal teams working with sensitive documentation.
Compliance, lifecycle and information control gaps
The legacy environment lacked audit trails, permission-aligned access, retention rules and clear ownership. This increased compliance risk and made legal discovery and audit processes difficult.
AI adoption was blocked
To enable Microsoft Copilot safely, Q-Chem required clean, searchable content, robust permissions, structured information architecture and a compliance-by-design cloud foundation. The existing file share environment could not support these requirements.
Proventeq's Solution
Migrating to a modern, policy-controlled platform
A full discovery and ROT analysis was carried out to identify duplicate, obsolete and low-value content. Proventeq designed a modern SharePoint Online architecture with department-focused sites, structured libraries, metadata models and role-based permission-aligned access, enabling secure cloud access without VPN dependency.
Information controls and compliance alignment
Legacy content was mapped into the new SharePoint structure using automated rules to standardize metadata, align security and remove redundant content. This ensured information was appropriate, pertinent and trusted, forming a reliable foundation for AI.
Pilot and full migration for Legal and IT
A pilot migration validated structure, permissions and Copilot readiness before executing the full migration. Content versions were preserved, auditability maintained and disruption minimized.
Training and adoption
Proventeq delivered hands-on training, prompt engineering guidance and scenario-based demonstrations to accelerate adoption and build AI literacy across Legal and IT teams.
AI enablement with Microsoft Copilot
With governance and secure information architecture in place, Proventeq enabled Microsoft Copilot across Q-Chem's Legal environment. Legal teams can now search trusted content using natural language, generate document summaries, extract key clauses and access multilingual legal information, improving research speed, consistency and decision making.
