The Problem
The agency operated with an aging on-premises Windows file server that was increasingly unreliable.
Remote staff required VPN connections that were slow and inconsistent.
Version control was manual — teams were copying files and overwriting each other's work.
Rising hardware maintenance costs with no improvement in capability.
The Solution
We designed a SharePoint site architecture with stakeholder input, ensuring the structure matched how the team actually works.
We ran a pilot migration with a test dataset to validate permissions and functionality before going live.
We trained all staff on the new file locations, access methods, and collaboration features.
We executed the full repository migration over a weekend — with extensive testing before Monday's production launch.
We decommissioned the on-premises server entirely.
The Results
On-premises server fully decommissioned — no more hardware maintenance.
VPN dependency eliminated — staff access files directly from anywhere.
Real-time co-authoring enabled, replacing manual file copying.
Dynamic role-based permissions replaced static folder-based access.
Cloud-based scalable storage replaced physical capacity constraints.
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