SharePoint Document Management & Intranet
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Project Overview
A leading building envelope manufacturer in British Columbia faced growing operational complexity as its workforce and project portfolio expanded. The company relied on a fragmented mix of on-premise file servers, OneDrive, and Dropbox, which led to disorganized storage, redundant files, and inconsistent access to critical documents. Without a centralized intranet or standardized folder structures, employees struggled to locate up-to-date information, collaborate across departments, or maintain version control. These inefficiencies not only slowed down internal processes but also introduced compliance and security risks due to the lack of governance and access controls. Recognizing the need for a scalable, secure, and collaborative digital workspace, the organization sought a modern solution that could unify its document management and internal communications while supporting future growth and remote work capabilities.
Execution
To address these challenges, a modern SharePoint Online environment was designed and deployed to serve as the organization’s centralized document management and collaboration platform. The architecture emphasized scalability, security, and usability, aligning with Microsoft 365’s broader ecosystem to enable seamless integration with Microsoft Teams and future automation tools. Departmental sites were created within a unified intranet hub, providing a structured and intuitive environment for internal communication, document sharing, and cross-functional collaboration. The solution was tailored to reflect the company’s organizational structure, ensuring that governance, access control, and content ownership were clearly defined and easy to manage.
- Environment & Information Architecture — Developed a SharePoint Online hub site with dedicated departmental subsites, standardized document libraries, and consistent metadata to improve navigation and content organization.
- Migration & Restructure — Consolidated over 480,000 files from legacy file servers, OneDrive, and Dropbox into SharePoint using a structured content reorganization strategy that eliminated redundancy and improved searchability.
- Security & Governance — Implemented role-based access controls, M365 Groups, and governance policies to ensure secure document access, enforce naming conventions, and support compliance with internal policies.
- Intranet Launch — Rolled out a branded SharePoint intranet hub featuring centralized news, resource libraries, and department-specific content areas to foster alignment and transparency across teams.
- Adoption & Training — Delivered targeted training sessions and comprehensive documentation to empower internal site owners and end users, ensuring a smooth transition and long-term platform sustainability.
Results
The transition to SharePoint Online delivered significant operational improvements across the organization. By replacing fragmented storage systems with a centralized, cloud-based platform, the company enhanced document accessibility, reduced duplication, and established a consistent structure for managing content. The new intranet hub improved internal communication and collaboration, particularly for remote and cross-functional teams. With governance policies and role-based access in place, the organization also strengthened its information security posture and laid the groundwork for future digital transformation initiatives, including records management and workflow automation.
- Unified over 480,000 files into a centralized SharePoint environment, improving document discoverability and reducing redundancy.
- Standardized folder structures and metadata enhanced consistency and reduced time spent searching for information.
- Enabled secure, remote collaboration through integrated Microsoft Teams workspaces, supporting distributed teams and job sites.
- Established a scalable foundation for future initiatives such as automated workflows, digital records management, and compliance tracking.