Marketing & Media

Task

Migration from on-premise to Cloud SAAS solutions for document management and collaboration

Challenge

The customer was utilising a Cloud file service for file sharing.  However, this could not provide team collaboration via native Office applications and suffered from synchronisation issues and multiple copies of files being locked for editing.  As the client had recently migrated to Microsoft 365 it was determined that Microsoft Team, SharePoint and Onedrive could be utilised and replace the current Cloud system.

For the CFO, the key challenges had been maintaining file synchronisation across the estate, security to ensure that their data is safe and GDPR compliant and end-user confidence in the cloud storage system.

Solution

Lanmark’s provided a senior cloud architect to the customer to architect Microsoft teams, SharePoint and OneDrive solutions and implement a structure that was easy to navigate and manage.   The solution would also require a full backup and disaster recovery option.

• Consultancy and design solutions with pilot test groups
• Implemented Azure File services by utilising existing hardware as local cache servers for the design department.
• Designed, implemented and migrated all data to a series of internal-facing MS Teams sites broken down by function and access management rights.
• Designed a security process for site creation and content sharing and management.
• Implemented Document Rights Management with auditing and alerting.
• Provided guidelines for end users on how and when to use either AFS or SharePoint.
• Implemented a training solution.

Lanmark then designed a Managed Service support matrix for the customer’s storage systems which incorporated security processes for site creation and content sharing, with document monitoring, service desk, maintenance schedules and recommendations with a joint task force between Lanmark and the customer’s Management team.

Partnership

The Lanmark team was quickly able to understand how the customer operated their business and defined the important elements to provide a trouble-free file storage solution and service to end-users.

Lanmark designed the new architecture and completed a Proof of Concept using subsidised Microsoft Azure credits. The proof of concept also included security features and test processes so the customer could feel confident in the the solution.

Results

Once implemented, the solution has allowed the client to move away from its existing on-premise servers, remove a failing DFS and SharePoint system and dramatically reduce performance issues, single points of failure and bad service with the added advantages of scalability, easy to maintain, reduced latency and happy end-users.