A leading US real estate firm, driven by a visionary leader who knew the organization was capable of more, partnered with us to tackle the inefficiencies holding their 174-person team back. File redundancy, legacy shared drive systems, and documents that were nearly impossible to find were creating daily friction across departments — and they were ready to change that.

We successfully delivered 5 structured migration tranches across 11 departments, consolidating 6 legacy shared drives into a unified platform while enabling adoption across the entire organization.

6.2 TB
Data Migrated
3M+
Documents Moved
11
Departments Unified
~350
Users Trained

The Challenge

The organization relied on six independent shared drives, creating a fragmented and inefficient document ecosystem with no central governance or visibility.

  • Files spread across multiple drives with no standard naming or folder structure
  • Documents difficult to locate due to absence of centralized enterprise search
  • Disconnected repositories with no integration between platforms or teams
  • No version control or rollback capability, increasing risk of data loss
  • Uncontrolled folder creation leading to severe and unmaintainable sprawl
  • Multiple siloed platforms with no unified governance or permission model

Our Approach

We delivered a full-service migration and transformation combining technical execution, data governance, and structured user adoption. Migrations were executed in controlled waves to ensure minimal disruption — each tranche including data cleanup, metadata and permissions validation, post-migration QA, and targeted training sessions.

Tranche 1 Data Volume Items Migrated Users Trained
Tranche 1 1.4 Tb 104.306 6
Tranche 2 136 GB 100.237 34
Tranche 3 834 GB 596.945 67
Tranche 4 2.2 TB 1.317.897 67
Tranche 5 1.7 TB 958.473 Company Wide
Total 6.2+ TB 3.077.588 documents 174

The Solution: SharePoint Company Hub

We designed not one, but two centralized SharePoint Hubs aligned to the organization’s business operations — combining core capabilities with robust governance to ensure long-term success and scalability.

Core Capabilities

  • Quick links to departments, property data & enterprise systems
  • Dual document libraries: org-wide and department-restricted
  • Integration with Microsoft Teams and Outlook Calendars
  • Custom document web parts for tailored content display
  • Advanced enterprise search across the entire platform
  • Department-level OneNote integration

Governance & Control

  • Standardized folder structures and naming conventions
  • Controlled folder creation to prevent future sprawl
  • Version control with full rollback capability
  • Role-based permissions across all departments
  • Post-migration QA and business validation per tranche
  • Targeted user training at each migration milestone

Results & Impact

The migration delivered measurable organizational impact — unifying the digital workplace, eliminating redundant systems, and equipping every team member with the tools to collaborate effectively.

  • 6 shared drives consolidated into one platform
  • 3+ million documents successfully migrated
  • 6.2 TB of data centralized and governed
  • 11 departments unified under one digital workspace
  • ~174 users trained and onboarded
  • Reduced time spent searching for documents
  • Eliminated redundant systems and storage silos
  • Improved collaboration through Microsoft 365

Key Takeaway

This project demonstrates that successful digital transformation goes beyond migration — it requires structured execution, strong governance, and user adoption. By combining all three, we transformed a fragmented environment into a scalable, centralized, and user-friendly digital workplace.

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