SMW was hosting its documents on a file server — an out-of-date method of document storage that required users to connect to a VPN to access the data. The folder permissions also required a cleanup as they were not fully secured. Complicated layers of shared folders caused confusion and contained unnecessary, archived data. A revamp was dire for SMW’s content management to create a truly collaborative space where users can find everything they need to, fast and securely.

The main goal was to move SMW out of their local servers and decommission them. To accomplish this, Creospark migrated SMW’s documents to SharePoint Online and Microsoft Teams, making data accessible for users from any device, anywhere. To perform this migration, the Creospark team worked with SMW to clean up data that was no longer useful. Then, we mapped out the information and security architecture for the SharePoint site and Microsoft Teams. This entailed mapping new locations for the active data and appropriate permissions for access, differentiating which users are members and which should be categorized as owners. With ShareGate’s migration tool, and an expertly architected mapping sheet, Creospark successfully migrated all data. Once the migration was complete, Creospark trained the SMW team as part of change management efforts to ensure the successful implementation and adoption of the new systems.

Migrating to the cloud from SMW’s file servers increased the accessibility of information to their members. Users no longer must rely on a VPN connection; they can work directly off their mobile devices in the Microsoft Teams and SharePoint apps anywhere they want. Not only do users experience the benefits of device-independent data, but the data itself is more securely housed by the proper access permissions. Having on-premises servers is costly — decommissioning them by moving to the cloud will result in cost savings, freeing up resources for SMW’s small team.

When asked about their favorite part of the project, the client expressed that it was the relief of solving a long-persisted pain point. As Creospark has a long-standing relationship with SMW, the confidence of having a trusted partner familiar with their environment provided an extra level of reassurance that the work would be successfully completed by experts who know what they’re doing.