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Sharepoint Implementation

Enhancing internal processes for SafeSmart Access

Significantly enhance online presence and user engagement in a competitive market for a client in the Temporary Works Solutions and Height Access Equipment industry.

ClientSafeSmart AccessDate2023AuthorThomas RolfeScopeProject management, migration to cloud storage, setup of teams and communication sites, site curation to match business units, optimization of folder structures, user management, and implementation of security measures.Share

SafeSmart Access, a provider of specialised height access solutions, faced challenges with its existing data storage and collaboration systems. The reliance on internal drives limited remote access and collaboration capabilities, posing a challenge for its distributed team. The goal was to migrate to SharePoint to leverage cloud storage benefits, including enhanced collaboration, better security, and increased efficiency.

Challenges:

  • Ensuring a smooth transition from internal drives to SharePoint cloud storage without data loss or significant downtime.
  • Organizing and optimising the new cloud storage to reflect the company’s operational structure and improve data retrieval efficiency.
  • Implementing robust security measures to protect sensitive data in the cloud.
  • Training staff to adapt to the new system and ensure widespread adoption across the organisation.

Strategy: Rolfe Marketing employed a comprehensive strategy encompassing the following key activities:

  • Project Management: A detailed project plan was developed to oversee the migration process, ensuring minimal disruption to ongoing operations.
  • Cloud Storage Migration: Migrated data from internal drives to SharePoint, carefully planning the transfer to maintain data integrity and access.
  • Teams and Communication Sites Setup: Established dedicated teams and communication sites on SharePoint to enhance internal communication and project collaboration.
  • Site Curation: Customized SharePoint sites to align with different business units, facilitating a seamless integration with the company’s operational structure.
  • Folder Structure Optimization: Simplified and optimised folder structures for ease of navigation and efficiency, ensuring employees could find necessary information quickly.
  • User Management: Implemented comprehensive user management protocols to control access levels and permissions, aligning with employees’ roles and responsibilities.
  • Security Measures: Instituted robust security measures, including data encryption, secure access protocols, and regular audits to safeguard sensitive information.

Results: The migration to SharePoint transformed SafeSmart Access’s data storage and collaboration capabilities:

  • Successful migration to SharePoint with no data loss and minimal disruption to operations.
  • Enhanced collaboration and communication among teams, facilitated by the effective use of teams and communication sites.
  • Improved organisational efficiency through optimised folder structures and site curation tailored to business units.
  • Increased data security, with advanced measures protecting sensitive information and ensuring compliance with industry standards.
  • High user adoption rates, attributed to comprehensive training and support provided during the transition.

Conclusion: The SharePoint migration project led by Rolfe Marketing significantly improved SafeSmart Access’s collaboration, data security, and operational efficiency. By strategically planning the migration and focusing on user adoption and security, Rolfe Marketing ensured that SafeSmart Access could fully leverage the advantages of cloud storage. This case study exemplifies the importance of meticulous planning and execution in digital transformation projects, highlighting Rolfe Marketing’s capability to deliver complex IT solutions that meet and exceed client expectations.

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