Background
Our client, a growing business, was relying on an antiquated physical server system to manage their data. Their employees were forced to use Remote Desktop Protocol (RDP) sessions to access files as the system lacked FTP capabilities. Recognizing the inefficiencies and limitations of their current setup, they approached us seeking a transition to a more agile, cloud-based solution – SharePoint.
Problem
The client's on-premises server presented several issues. Besides being a costly method in terms of maintenance and upgrades, it also constrained their workforce's ability to work flexibly. Having to rely on RDP sessions for file access was inefficient and time-consuming. Furthermore, the server didn't provide adequate options for data categorization and robust permission management, which are crucial for maintaining data security and accessibility.
Solution
We initiated the project by thoroughly scoping the client's data to identify how it could be efficiently categorized in the SharePoint environment. We worked closely with the client to understand their data structure, which enabled us to design a SharePoint architecture tailored to their specific needs.
Next, we focused on building a robust permission system based on user job roles. It was paramount to ensure that sensitive data could only be accessed by authorized personnel. We designed and implemented a granular permissions framework to provide the right level of access to each employee while maintaining strict data security.
Once the SharePoint setup was ready, we embarked on the data migration process. Despite the challenge of migrating terabytes of data, we efficiently managed to complete the entire project in less than a week, ensuring minimal disruption to the client's operations.
Results
The shift to SharePoint brought several benefits to the client:
- Improved Accessibility: Moving to SharePoint allowed the client's employees to access their files from anywhere, anytime, without having to rely on RDP sessions. This greatly enhanced their flexibility and efficiency.
- Enhanced Data Security: The custom permissions framework ensured that sensitive data was safeguarded, with access granted only to those who needed it. This not only enhanced security but also facilitated smoother workflows by giving employees access to the data they needed.
- Cost Savings: By migrating to SharePoint, the client was able to move away from the physical server, saving costs related to maintenance and upgrades.
- Time Savings: Despite the scale of the project, our efficient planning and execution resulted in the completion of the project in less than a week, minimizing business disruption.
Conclusion
This case study illustrates our expertise in facilitating seamless transitions from on-premises servers to cloud-based solutions like SharePoint. By closely understanding our client's data and access needs, we were able to deliver a tailored SharePoint setup that enhanced accessibility, improved data security, and offered significant cost and time savings.
Future Plans
Having witnessed the transformational impact of moving to the cloud, the client is now exploring other cloud-based solutions to further streamline their operations and improve productivity. We look forward to partnering with them on their continued digital transformation journey.
