Migration success for a highly regulated financial services business

To achieve this, they decided to migrate from their legacy Enterprise Content Management (ECM) system, Oracle WebCenter, to a modern collaborative platform, SharePoint Online. 

In this case, security and sensitivity labelling was of material importance and needed to be retained in the target system due to the highly sensitive nature of the data stored. 

Throughout the migration process, Proventeq was working onsite with the organisation’s IT and Project Team, guiding them through the provisioning of SharePoint sites. To support each department, we held workshops with them to ensure restructuring, security and sensitivity considerations were met, and that the respective departments could transition to their new SharePoint Online environment.

To aid internal change management, we also performed SharePoint Online training for each department to ensure that engagement and a smooth transition was achieved.

The Challenges 

As part of the engagement, we had to overcome the following challenges.

Avoid loss of security integrity

Regulatory requirements mean that documents need to be stored securely and with proper access levels to ensure only authorised users can view sensitive content. This needed to be successfully replicated in the target system to avoid any loss of security integrity.

Understand historic data 

Oracle WebCenter was the main legacy document storage system and was well established within the organisation. To prevent data loss, optimise storage space and ensure an effective migration, layers of historic data governance needed to be understood properly and replicated in SharePoint Online.

Meet different department’s needs

The needs of varying departments were met with departmental content types in addition to organisational document types. These were applied consistently across the digital estate as it was moved.

Ensure data security

Data security was at all times achieved by leveraging the power of Azure Information Protection (AIP) to protect the data contained within the organisation, to discover, classify, and protect documents and emails by applying labels to content.

The Strategy & Solution

To meet the challenges of this migration project, Proventeq worked closely with the organisation’s IT and Project Team as well as different departments across the organisation. We also worked onsite to ensure a smooth migration and transition to SharePoint Online.

By utilising the advanced features of our AI-powered Migration Accelerator product and our team’s flexibility, we helped the organisation to:

Gain actionable insights

We helped identify critical content and scale the new content architecture accurately with advanced discovery, analysis and reporting functions.

Navigate the complexity of a new system

We helped successfully navigate the complexity of having to migrate data into new structures, with custom permissions, sensitivity labels, and transformation rules being created, refined and then implemented.

Agile delivery across multiple time zones

The global nature of the resources and the impact travel restrictions had in 2020, required that teams remote from one another had to work over Teams and Azure DevOps to mitigate those impacts and ensure a smooth migration and business continuity. 

The Results 

Smooth transition to SharePoint Online

With our migration experts working onsite to guide the migration process from start to finish, plus SharePoint Online training for each department, we helped achieve a smooth migration and transition to SharePoint Online.

Successfully decommissioned legacy ECM

With our AI-powered migration accelerator, we smoothly migrated the investment institution’s complex and high-volume content by loading their document definitions, related information, and metadata onto SharePoint Online including retention schedules, usage, and audit data. We then captured their content onto SharePoint Online and successfully decommissioned the legacy ECM.

Ensure BAU with staggered transition

Working closely with the team and the various business areas, meant that we could migrate data as required, while standard Business as Usual (BAU) work and use of the legacy source tool continued until 100% of data had been successfully transferred to the target system.