The Challenge
- Years of project folders on an aging on-prem file server with limited version history
- Field staff using personal cloud accounts to share drawings because head-office access was slow over VPN
- Unclear ownership of estimating templates, contract documents, and as-built drawings
- Backups were configured but had not been test-restored
Environment
- Aging on-prem Windows file server
- Microsoft 365 tenant already in place
- Mixed head-office and job-site users
- VPN-based remote access to file shares
Assessment
- Inventoried file-server data and classified it by project status, owner, and sensitivity
- Mapped how each role (estimator, PM, site supervisor, accounting) used the data day-to-day
- Reviewed Microsoft 365 licensing, identity, and existing tenant security baseline
- Documented current backup configuration and recovery objectives
The Solution
- Designed a SharePoint architecture aligned to project lifecycle (Estimating, Active Projects, Closeout, Archive)
- Migrated historical project data into SharePoint with metadata, retention, and access controls
- Rolled out OneDrive Known Folder Move so personal work files are protected without retraining staff
- Deployed Microsoft 365 MFA, conditional access, and external-sharing controls
- Added independent Microsoft 365 backup so deletions and ransomware events are recoverable
- Trained estimators, PMs, and site staff on the new structure with quick-reference guides
Results
Modernized
Document management moved from an aging file server to a structured SharePoint and OneDrive environment.
Improved reliability
Field staff gained a consistent way to access drawings and project files without relying on personal cloud accounts.
Enhanced security posture
MFA, conditional access, and external-sharing controls standardized across Microsoft 365.
Increased resilience
Independent Microsoft 365 backup added to protect against accidental deletion and ransomware.
Technologies Used
- Microsoft 365
- SharePoint Online
- OneDrive
- Intune
- Independent Microsoft 365 backup
Supported technologies in this project
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