A publicly-traded company with operations in 13 states has grown rapidly in recent years. Along with this growth and financial prosperity came the realization that responsibly managing the company’s information is complicated. This complexity is compounded by the fact that much of their growth has come through acquisition, and no two companies manage their information in the same way.
To reduce the number of ways in which they manage their information, the client decided to migrate current records and documents from existing network file shares to their SharePoint Enterprise Content Management platform. Key records were lost amidst the larger number of obsolete, duplicate, or otherwise unimportant files that accumulate in corporate file shares over time. File organization varied from consistent sets of folders and file names that provide a clear index to the content, to less-obvious naming conventions that have been built over time by employees no longer available to explain their meaning. For example, the Contract Administration file structure contained approximately 24,000 folders and 46,800 files.
Because of the volume of records and the complexity of the file share folder structures, this project was overwhelming to the end users. Access Sciences created a methodology and project timeline that eased concerns and set
expectations about the work ahead for the employees.