The Gap Partnership

Migration from Citrix ShareFile to SharePoint Online

Client Profile

Proventeq helped The Gap Partnership to improve their data discovery and visibility, improving productivity and centralized data management in their organization.

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

The Gap Partnership wanted to save costs and improve organization-wide communication and collaboration by using Microsoft Teams. To enable this, they decided to consolidate their global digital content estate to SharePoint Online and so needed to move their departmental storage from ShareFile, in addition to moving their network file shares.

The challenges of migrating from Citrix ShareFile to SharePoint Online

Consolidation of data during migration

Working with the employees of The Gap Partnership, we identified their active storage locations in either ShareFile or network shares and planned new target structures to accommodate this.

Maintain business continuity and reduce downtime

Departments had to be migrated in stages, allowing for the gradual decommissioning of legacy source locations and a smooth, swift transition to their new SharePoint sites.

Ensure data accuracy by maintaining cross spreadsheet links between XLS

Finance spreadsheets were required to maintain business-critical cross spreadsheet links, some of which were password protected - this was performed as part of their migration.

The hassle of re-applying permissions after the migration

Both existing permissions and ownership metadata needed to be replicated in the target environment.

Proventeq's Solution for The Gap Partnership

Enabling a smooth transition for the client to their new SharePoint Online environment

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Information Architecture Consolidation

Workshops were held with departments to identify their business needs and to ensure all data from ShareFile and network shares was migrated.

Restructuring of content to suit each department’s requirements

Although some content was migrated 1:1, some unorganized content required restructuring to optimize its use and discoverability.

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Full ShareFile migration

All data was moved away from ShareFile to SharePoint Online, allowing The Gap Partnership to make cost savings through decommissioning.

The Results

Improved productivity & centralized data management

With all data now in a central location, departments can work on their documents more productively and collaborate across the organization using proven M365 tools and protections.

Cost savings by decomissioning ShareFile

With the data residing in SharePoint, The Gap Partnership was able to achieve cost savings through the closure of their ShareFile stores and a move away from their network file storage.

High-speed migration
Improved data discovery and visibility

Users across the organization have been able to create landing pages to allow their colleagues to better discover their data and ensure that data is visible only to the users who should have access.

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