SUCCESS STORY
SharePoint Information Architecture & Content Migration from File System
Christoph Merian Foundation (CMS) — is a non-profit foundation under public law with its headquarters and sphere of activity in Basel. CMS promotes social cohesion, cultural diversity and careful treatment of nature in the city of Basel. Discover how we helped the Christoph Merian Foundation to improve teamwork and get more done.
Andrea Bikle, Publishing Department The Christoph Merian Foundation
“We received excellent support from IseoSolutions throughout the migration and were able to contact Mr. Freitag and our internal team at any time with any question. Their assistance was top-notch.
IseoSolutions did a great job to prepare an individual SharePoint Information Architecture to improve internal and external collaboration for us. Using SharePoint and Teams for our active documents has been a great success, and we're highly satisfied.”
Project Brief
The existing content of more than 5 TB in the File System needed to be analysed, active content be prepared and migrated while existing custom metadata in file names shall be extracted and used in SharePoint. Remaining inactive Content in the File Share shall be made searchable in SharePoint. Business documents stored in Abacus Dossiers need to be synced to SharePoint.
Challenge
Business related content is stored in different applications and hard to find and manage. The Christoph Merian Foundation has chosen Microsoft 365 as its main collaboration and productivity tool. Microsoft Teams including the standard document storage in the background on associated SharePoint pages is already in use today. Today, most documents are still hosted on a file server or, more recently, also stored in dossiers in the ERP Abacus.
Target
Use M365 as unified content management and collaboration platform. Content from different applications and storage systems shall be consolidated into a new information management architecture in Teams & SharePoint.
Tasks
Analyse existing Filesystem content
Design Target Information Architecture and Metadata structure in SharePoint
Design and create customer-specific SharePoint Site-Templates
Migrate Filesystem & Abacus Dossier content to SharePoint
Martin Fackler, Head of IT at the Christoph Merian Foundation
“With the SharePoint Online Information Architecture provided by IseoSolutions, we can access our data from everywhere, multiple users are working on the same document and we can share documents also with externals where permitted. Finding documents fast even on the File Server is possible.
Our collaboration has also improved by using the new SharePoint-based Intranet and the funding application process with status-based workflows.”
Results
CMS is using Teams and SharePoint Online for collaboration, extended document management and unified search. The new Intranet, the document approval process and the ERP Abacus integration substantially improve the daily business operations. The permission concept ensures flexible and compliant sharing of information with internal and external business partners.
Implemented Solutions
Microsoft SharePoint Online with a pre-defined Information Architecture through department and collaboration hubs and sites using custom Site Templates.
Migrated active content from File System into SharePoint Online Sites with metadata extraction & transformation
New Intranet granting access to shared information, specified news and events from all sites. An Advanced Search Page provides a further improved search experience.
Status-based decision-making process for funding & property requests which runs through several stages of working groups, committees and internal and external participants in approvals.
Hybrid Search enabling SharePoint Online search also on local File System inactive content. The implementation is using an on-prem SharePoint Subscription Edition farm for indexing and a Microsoft Reverse Proxy.
Integration into ERP Abacus for syncing Abacus Dossier structure & content from Funding /Projects into SharePoint Online Sites and vice versa for finalized SharePoint documents.
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