Embracing a Modern Workspace
A Success Story: Migrating and Managing Critical Documents in M365
Industry Focus
Energy – Exploration and Production
Project Focus
Digital Transformation
M365 Modern Workspace Governance
SharePoint Architecture and Wireframe Development
Physical to Electronic Information Migration
Change Management and User Adoption of Modern Workspace
The Opportunity
Our client, a Canadian energy company, faced a pressing need to modernize their information management practices. Their physical records were consuming valuable office space, complicating workflows, and introducing risks of information loss. At the same time, they were managing sensitive and confidential information on their network drive and had experienced challenges with finding the latest version of documents, managing complex security permissions, as well as sharing and collaborating on document-based content.
Realizing the Potential of a Modern Digital Workspace
Implement M365 for Information Management
Adopt SharePoint and ensure governance practices were in place for effective, long-term use and provide training to support user adoption.
Migrate Physical Records to Electronic Format
Implement a "scan and destroy" approach to eliminate physical storage dependencies and streamline access to records.
Automate Manual Processes
Improve efficiency by replacing time-consuming filing processes with automated workflows.
Create Complete Files
Consolidate records from physical files and network drives to create unified, complete electronic asset files.
The Challenges
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Incomplete & Dispersed Files
Files were fragmented across physical records and network drives. The client needed a strategy to migrate and consolidate these sources to form complete, unified electronic records.
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Strategic Coordination Requirements
Multiple initiatives required careful sequencing to avoid disruption and manage user impact during the migration and digitization process.
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Limited Internal Knowledge
The IT team had limited experience with M365 and required guidance on best practices for implementation and governance.
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Absence of Governance Framework
No formal M365 or records management policies or practices existed, necessitating governance development alongside implementation.
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Complex Permissions Requirements
Critical records needed controlled access for up to 100 users across multiple departments, balancing accessibility with security.
The Approach
Integra Partners designed a comprehensive solution, combining digital transformation with robust governance practices.
Technologies Used:
Kofax Capture for physical-to-electronic migration
SharePoint (Integra hosted and client environments)
Power Automate for workflow automation
ShareGate for data migrations
Developed a customized, simple, and practical SharePoint site for temporary hosting of 9+ terabytes of data for over 100 users to securely access on a daily basis.
Created a central landing page for easy navigation and multiple document libraries with metadata management via the term store, while ensuring strict access and security permissions were enacted.
Facilitated and managed communication, training and overall change management to support user adoption moving from a network drive environment to a modern workspace.
Hosted SharePoint Environment
Completed physical to electronic migration, scanning Surface Land, Mineral Land, JV, Well, Environmental, HR, Finance, and Accounts Payable files - totaled over 2 million documents or 6 million pages of content.
Barcoded, inventoried, and digitized files in alignment with Canadian General Standards Board standards (CGSB-72.34-2017) as part of a compliant scan and destroy process.
Migrated content from network drives to SharePoint to consolidate physical and digital files into complete asset collections.
Applied metadata for enhanced searchability and organization.
Content Migrations
Developed key workflow automations in SharePoint to streamline business processes, support compliance, increase user adoption and reduce risk of human error:
Multi-File Document Flow: Automated filing of a single instance of a document into multiple document libraries or folders.
Bulk Re-Naming Flow: Streamlined uploading, metadata application, and filing process significantly minimizing risk of errors in file naming practices.
Automated Document Processing
Developed a modern workspace governance framework for SharePoint, Teams and OneDrive to guide sustainable practices and consistent management throughout the transition and into sustainment.
Designed SharePoint architecture and set up SharePoint wireframe.
Facilitated migration of digital content in SharePoint wireframe from Integra’s hosted environment.
M365 Governance and Wireframe
The Results
2 million
documents migrated from physical to electronic
9 terabytes
of data hosted and migrated in SharePoint
Document retrieval time decreased by
90%
moving from a network drive environment to SharePoint
Reduced Risk
Converting physical records to electronic minimizes the chance of information loss and enables more effective security management, reducing the chance of security breaches.
Automated document processing saved and average of
8-10 hours
per person / per month
98.4%
metadata accuracy rating maintained while completing physical to electronic migration
Improved Collaboration
Centralized access enables departments to work effectively together and provides field staff with access to documents they never had easy access to previously.
The client chose Integra Partners for our expertise in blending physical to digital transformation with modern workspace governance and our experience and track record within the Energy sector. Our strategic approach, hands-on support, and ability to tailor M365 solutions ensured a smooth transition provided quantifiable and sustainable results.
Why Integra Partners?
“… we were impressed with Integra’s professionalism, knowledge and quality performance in executing the project from day one.”
— Manager, Mineral Land Asset Management