The Client is a leading publisher of academic documents, books, journals, and research papers. It has offices in the US, England, and China. Founded in 1905, the client has close connections with an Ivy League university famed for providing a platform for bringing scholarly ideas to the world stage.
The client publishes a range of manuals, books, research papers, and documents spanning multiple disciplines from its global locations. It uses Fileshare to store and access them locally. The numerous storage locations led to challenges in easy accessibility and organized document management.
To make these documents globally available, the Rights department of the Client required a central online storage repository to facilitate easy storage, management, and access for all its internal and external stakeholders.
New Era Technology conducted an initial assessment and roadmap strategy and proposed a solution that would store all documents in the cloud and have a central repository to access them. The solution would be implemented using SharePoint, as the client was already using the Microsoft Office 365 platform.
New Era, with its vast expertise in custom application development in Microsoft technologies, implemented the roadmap solution to develop an online repository of the content using SharePoint.
Step 1: The initial step involved the creation of separate portals for active and archived data with a well-defined data structure that aligned with the Client’s document retention policies.
Step 2: The next step involved creating group-based access privileges to public and private documents. A well-defined taxonomy structure for information architecture was created for document naming conventions across all the global locations of the Rights
department.
Step 3: The third step involved the actual migration of the files and data from Fileshare to the online portals using Sharegate. Necessary cutover guidelines were implemented to ensure data consistency, and once the migration of over 4 TB of data was completed, the Fileshare storage functionality was locked.
Additionally, new documents were prompted to be stored in SharePoint in a pre-defined format
to streamline data as per the Client’s specifications.
Security guidelines were implemented for critical data by enabling a data retention timeline, which would alert the user for updating the information or have it get automatically erased.