NetVoiX has worked with one of the largest custom and standard aluminum extrusion distributors for several years.  Over the years, the company has utilized SharePoint On-Premises as its primary collaboration and document management platform. As part of its digital transformation strategy, migrating from SharePoint On-Premises to SharePoint Online was the next step, thus leveraging Microsoft 365’s capabilities.

As the company grew, it faced many challenges with the on-premises platform.  The infrastructure was outdated, constantly requiring additional resources, building frustrations with their user base due to inefficient document retrieval and collaboration processes. With the limited scalability and many performance bottlenecks, the company needed a scalable and modern solution to avoid incurring additional costs for the hardware, software, and ongoing maintenance.

The primary objectives of the migration were to:

1. Migrate to SharePoint Online (SPO) for enhanced features and security.
2. Improve document management and collaboration capabilities.
3. Minimize downtime and disruptions to ongoing operations.

NetVoiX partnered with the stakeholders to assess the existing SharePoint environment to identify the content, workflows, and customizations.  This assessment was used to create a detailed migration plan that considered data volumes, user access, business applications, and workflows, to name a few.

We started by creating a new SharePoint Online shell to use as the migration endpoint. This new architecture was designed with scalability in mind for future growth.  Once the shell was created, we began the migration efforts by utilizing the Microsoft SharePoint Migration Tool to execute a phased migration (department by department).  This phased approach also minimized user downtime and allowed everyone to transition smoothly.  After each phase, rigorous testing was performed by the users to ensure data integrity, security, and performance.

Upon completing the migration phases and testing each one, comprehensive training was performed to familiarize critical stakeholders with the new SharePoint features and functionalities. Additionally, we prepared step-by-step guides for creating new workflows within the online platform.

As a result of moving from SharePoint On-Premises to SharePoint Online, the company has yielded many positive results. These include:

• Enhanced collaboration between distributed teams due to streamlined collaboration with enhanced document sharing and version control.
• Enhanced security through SharePoint Online’s robust security measures safeguarding sensitive data.
• Increased efficiencies by reducing document retrieval times.
• Scalability for future growth with the online infrastructure.

The successful migration to SharePoint Online addressed existing challenges and positioned the organization for future growth and collaboration.  The project is a testament to the benefits of strategic planning, careful execution, and focused initiatives.

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