SharePoint Document Management and Intranet Solution

Our client is a leading building envelope manufacturer located in British Columbia. As their team and operations expanded, they recognized the need to replace legacy file-sharing systems with a centralized, modern collaboration platform that would support secure document access, streamlined workflows, and long-term scalability.

Problem

The organization was relying on a mix of on-premise file servers and third-party storage tools that introduced inefficiencies and fragmentation in how teams accessed and managed documents. Key challenges included:

Disorganized and redundant file storage, making it difficult for users to locate up-to-date documents.
No central intranet or communication hub to align teams and share internal resources.
Lack of consistent folder structures, naming conventions, or governance policies.
Limited support for remote collaboration, especially across departments and job sites.
No centralized system for managing permissions and document retention.

Solution

To address these challenges, West X Business Solutions developed a comprehensive solution:

We designed and deployed a modern SharePoint Online environment to consolidate files from file servers, OneDrive, and Dropbox into a structured, cloud-based system.
Built a SharePoint intranet hub with department sites to support internal communication, document sharing, and team collaboration.
Implemented security roles and governance policies, ensuring controlled access to sensitive information and aligning with the organization’s structure.
Migrated over 480,000 files using a structured content reorganization strategy to improve usability and searchability.
Provided targeted user training and documentation to ensure smooth adoption and empower internal site owners to manage content moving forward.

Technology Used:

Microsoft SharePoint Online

Microsoft Teams

Microsoft 365

The Results

Replaced fragmented storage systems with a centralized SharePoint platform.
Improved document findability, standardization, and access control.
Enabled secure remote collaboration through integrated Teams workspaces.
Established a foundation for future document automation, records management, and process digitization.

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