Sector: Professional Services · Region: Global (multiple territories) · Duration: 4 months · Services: Information Governance, SharePoint Online Architecture, Target Operating Model, Migration Assurance, Automation
At a glance
- 800+ legacy SharePoint sites assessed and brought under governance
- 7,000+ files migrated across 120+ client sites with zero data loss
- 2,500+ automated validation checks backing every migration
- 4 months from an ungoverned estate to a secure, governed SharePoint Online environment
The challenge
An international advisory firm, depends on SharePoint to hold sensitive client and firm information. Over time its estate had grown without control: more than 800 sites, an unstructured architecture, inconsistent permissions and new sites created ad hoc. That left the firm exposed to information governance, security and operational risk. Staff struggled to find information, and leadership had little assurance that client data was properly protected.
Our approach
GOX led a four-month remediation and transformation programme across the firm.
- A new information architecture. We designed a structured hub-and-spoke architecture for SharePoint Online, organising content across the firm’s territories and practice areas so information is easy to find and simple to control.
- A governed operating model. We defined and implemented the target operating model for SharePoint: automated site provisioning, consistent naming conventions, sensitivity labelling, lifecycle controls and a formal, evidence-based sign-off framework. Ad hoc site creation was replaced with a secure, compliant and audit-ready process.
- Automation. We built a Power Automate provisioning workflow that sets up new active client project sites automatically, with the right structure, labels and permissions from day one.
- Controlled migration with proof. We led the firm’s first controlled migration wave, moving more than 7,000 files across 120+ client sites with zero data loss. Every wave was verified through 2,500+ automated validation checks and structured business sign-off, with results presented directly to executive stakeholders.
- Rationalising the estate. We assessed more than 800 dormant or redundant sites and set out whether each should be remediated or decommissioned. This cut security exposure, improved compliance and made information easier to find.
- Bringing the firm with us. We worked closely with partners, practice leaders and executives to secure adoption of the new governance standards across the firm.
The results
- A secure, structured SharePoint Online environment replacing an ungoverned estate
- Zero data loss across the first migration wave, with audit-ready evidence for every file
- Lower security and compliance risk through consistent permissions, sensitivity labels and lifecycle controls
- Faster, standardised client onboarding through automated site provisioning
- A sustainable governance framework that lets the firm grow its SharePoint estate safely
Why GOX
GOX combines independent advice with hands-on delivery. We design the right model, automate where it counts and prove the results, so you get control, compliance and confidence, not just a new platform. Worried about what’s in your SharePoint? Talk to us about a governance health check.
