Summary
As part of a global Australian manufacturing firm’s journey toward digital transformation, improving operational efficiency, enhancing internal collaboration, and ensuring document accessibility, all while maintaining data security and proper data management, are key objectives.With these goals in mind, NSN Infotech successfully led a SharePoint Online Migration Project involving 18TB of data. This migration project not only enhanced the firm’s operational efficiency but also contributed to a 60% reduction in the firm’s total cost of ownership.
The Challenges
- Secure Collaboration Internally and Externally: The firm needs a secure method for internal and external collaboration and file sharing with customers and on-site employees.
- Conventional File System: Management aims to transition from a conventional file system to one with enhanced features and data recovery functionality.
- Data Backup and Recovery: Employees want backed-up versions of files, while management requires off-site backups to mitigate downtime during IT disasters.
- Cost-Efficiency: Hosting 18TB of data on Azure servers costs AUD $20,000 monthly. The firm seeks a more cost-effective solution.
- Data Security: With 400–500 employees accessing files globally, the firm wants to restrict access to only necessary data per job function.
- Data Management: Employees need a better way to search and categorize over 18TB of data across multiple projects.
Implementation and Solution
Assessments and Interviews
The team assessed the environment and file servers, observed data usage, and engaged employees through workshops and surveys to understand workflows and challenges. Since the firm uses Microsoft 365 Business Premium, SharePoint Online was the optimal solution.
Guinea Pig Phase
Small teams tested the new environment before full migration. This helped identify necessary improvements and ensured a smooth transition.
Seamless Migration to SharePoint Online
Migration was conducted in phases by department. Departments were notified in advance, and the entire migration was completed in 1.5 months.
Employee Workshop, Training, and UAT
Post-migration, multiple workshops were held over several months to support employees and ensure proper system usage.
Results
Secure Internal and External Collaboration
SharePoint Online was segmented into internal and external areas. External sharing requires IT approval, ensuring secure and monitored access.
Better Data Backup and Recovery
SharePoint’s version history allows access to previous file versions. Acronis Cyber Protect Cloud provides off-site backups for disaster recovery.
Cost-Efficiency
Migrating 18TB of data to SharePoint Online reduced monthly costs from AUD $20,000 to around AUD $12,000—a 60% reduction in total cost of ownership.
Data Security
SharePoint’s Target Audience feature restricts access based on job roles. Files are organized by department and sub-folder, with access granted on a need-to-know basis.
Data Management
Metadata tagging in SharePoint Online improves file categorization and searchability, enhancing employee efficiency.
