Compliant collaboration for the modern workplace
A Qaixen Success Story
SharePoint migration improves data protection to meet GDPR requirements.
The Client
This is one of the world’s leading professional bodies for accounting technicians providing internationally recognised accounting and finance qualifications, professional membership and staff. This organisation is dedicated to developing an inclusive community of accounting professionals, equipped with real-world skills businesses need today.
The Challenge
This professional association was reliant on an outdated, legacy folder system to store, share and manage user data and company files. They needed a modern, secure solution to drive collaboration for employees and members and improve the protection of this data to ensure they could meet the necessary GDPR requirements and remain compliant.
Our Approach
This 8-month project encompassed 4 key stages.
Qaixen initially defined the information architecture to support a new SharePoint online solution. We created modern Site Collections to enable easy navigation for all users and applied corporate branding to the new environment to provide a recognised look and feel for all users. We then scoped out the migration process from the legacy file shares to SharePoint Online using the migration tool ShareGate.
Following the successful SharePoint migration, we worked closely with the Internal Communication and Marketing staff to drive user adoption. This was achieved through the creation and delivery of bespoke training material for the new collaboration platform to ensure staff were confident in using SharePoint and getting the most out of the investment.
We also configured Microsoft Teams for use by the ICT and Marketing departments and delivered training for key staff.
Finally, we worked with the HR team to improve the quality of user profile data within the organisation. We cleansed the current data before going on to deploying Hyperfish, a user management tool linked to Azure AD, to help ensure user details were up-to-date as well as to generate organisation charts.
Business Benefits
Using SharePoint Online, the client now has a secure, platform for employees to store, share, and access information on any web browser from any device. This new environment has streamlined operations, improved processes and created a more productive workforce.
Data management is significantly improved and the client can maintain compliance, all while controlling and managing business-critical information effectively.
The new HR tool now enables individual users to manage and update their own photos, driving self-service and ensuring user profiles remain up-to-date.