The UK Department for Education (DfE) undertook a major initiative to modernize its legacy content management system, ECHO Meridio, which had stored more than 7 million documents and 700,000 scanned images as part of its correspondence system since 2004.The prior environment was complex and costly, making it difficult for staff to efficiently find, govern, and share necessary information.Partnering with Proventeq, the DfE migrated all content to Microsoft SharePoint, leveraging Microsoft 365 and AI-powered tools for intelligent classification and OCR (optical character recognition) of scanned documents.The migration project required deep analysis of custom metadata, bespoke conversion workflows, and architecture optimization to align with SharePoint’s thresholds and capabilities.A 5-stage plan was executed by Proventeq, including discovery, information architecture optimization, OCR conversion, pilot migration, and then a full-fidelity migration with audit trails.All scanned images were processed to become fully searchable digital assets, enhancing information access across the department.Governance improved, content loss risks were mitigated, and ongoing costs were reduced.Deployment enabled productivity improvements through smarter search, consolidated content, and retention labeling.Annual savings are estimated at £170,000, with lower maintenance costs, greater security, and improved staff efficiency.Key success factors included strong collaboration between DfE stakeholders, technology teams and Proventeq, along with automated transformation processes.
An equity real estate investment trust (REIT) in the USA, managing apartment homes nationwide, embarked on a digital transformation journey to modernize content management and streamline compliance.The REIT faced the challenge of migrating around 120 million files—including proprietary email formats and archived content—from IBM FileNet P8 to Microsoft 365's SharePoint and Exchange Online.Consulting partners Olive + Goose and Proventeq designed a strategic, phased migration, leveraging Proventeq’s AI/Deep Learning-powered Migration Accelerator to manage complexity, maintain audit trails, and enable high-throughput transfer.The solution involved content discovery, a pilot migration, incremental migrations by department, and parallelization to surpass 1 million items migrated per day.Key technical difficulties included conversion of IBM’s legacy email formats, restoration of Lotus emails with or without attachments, and ensuring compliance through a robust audit trail.The migration enabled decommissioning of legacy platforms, significantly reduced annual licensing costs, freed up 20TB of storage, and vastly improved eDiscovery speed on the Microsoft platform.The REIT's IT and Security leadership praised the professionalism and expertise of both partners, crediting them for ensuring a smooth transition.
DLF Ltd, India’s largest commercial real estate developer, faced significant challenges managing over 2.4 million content items in their legacy IBM FileNet P8 system. This resulted in duplicated efforts, content misclassification, and collaboration barriers across widely distributed teams and subsidiaries.To address these issues, DLF transitioned to Microsoft 365, leveraging SharePoint Online for content services and Azure Information Protection for security. The migration, led by Proventeq using their Migration Accelerator software, incorporated AI-driven discovery, automated classification, and an incremental migration process designed to reduce business disruption.The project involved extensive pre-migration analysis to identify data inconsistencies, a pilot migration for validation, and rules-driven incremental migration managed with PowerShell scripting to handle high-volume content and metadata requirements.The new architecture centralized content, improved information governance, and enabled granular permissions, ensuring secure sharing with internal and external stakeholders.DLF experienced a 35% reduction in licensing costs, smoother information access, minimized downtime during migration, and enhanced collaboration. Proventeq also provided 90 days of post-migration user support to ensure smooth adoption and resolution of user challenges.The project delivers DLF an intelligent, secure, and scalable content management platform aligned with their ongoing digital transformation.