The client was a global manufacturer of specialty chemicals. The company had undertaken a major initiative to improve document management capabilities across its divisions. Concerned about the growing volume of business content stored on shared drives and not easily shared across departments, the company hired Doculabs to assist it in migrating this content off shared drives and onto built-for-purpose Microsoft SharePoint sites, where its information assets could be readily accessible to authorized users, worldwide.

The Challenge
The client had deployed SharePoint on a limited basis as its standard solution for enterprise content management (ECM) and as a replacement for shared-drive storage of content. However, the lack of governance mechanisms had led to an uncontrolled proliferation of SharePoint sites, each with its own content, much of it inaccessible to other potential users of that content. The client sought an approach for rolling out SharePoint with greater governance. However, user acceptance was a critical concern. A further challenge was the nature of the legacy shared-drive content, which was known to include duplicate documents, aged documents, and other content that did not need to be migrated.

The Solution
Prior to the migration, Doculabs used a content analysis software tool to assess the client’s legacy shared-drive content, using the resultant data to make recommendations concerning which files to migrate to SharePoint and which to exclude from the migration. Doculabs then developed a plan for the subsequent migration, including high-level functional and non-functional requirements. To facilitate the rollout across the division, Doculabs developed a SharePoint “factory” – an approach to SharePoint rollout that involved the participation of the division’s business users and its SharePoint developers and provided best practices for SharePoint requirements-gathering, template design, training and communication, and migration planning.

Doculabs’ Value to the Client
Doculabs’ content analysis helped the client cut the volume of legacy shared-drive content, which reduced the scope and cost of the shared-drive-to-SharePoint migration. Doculabs’ approach to provisioning SharePoint standardized how IT provisioned the SharePoint solution as it was rolled out to users across the division, speeding the process of mi grating users from shared drives. Participation of business users in the development efforts helped ensure that the resultant site templates reflect the users’ respective needs, helping to increase user acceptance. Finally, Doculabs’ knowledge transfer to the client’s business analysts ensured the continuity of the approach at the client organization.