Modernizing File Access with a SharePoint Migration
A nonprofit improves its file system by using SharePoint, OneDrive, and Teams.
Quick Overview
A Strategic Migration to SharePoint's File System
- Partner: Washington, D.C. Nonprofit Organization
- Industry: Nonprofit
- The Situation: The organization wanted to eliminate reliance on on-premise file servers and reduce infrastructure risks.
- The Challenge: Moving to SharePoint required rethinking file structures and adjusting user access across departments.
- The Solution: ITonDemand migrated files in phases using SharePoint as the backend, with OneDrive and Teams as the user-facing tools.
- The Result: The nonprofit now operates with a streamlined, cloud-based system that’s easier to manage and built for long-term reliability.
The Situation
Moving From On-Premise File Servers
This Washington, D.C. nonprofit relied on local servers to host files, but those systems were aging and vulnerable to power outages. Since they were already using Microsoft 365 for email, they had access to SharePoint, OneDrive, and Teams without adding new tools. Moving file services to the cloud gave them a more stable, flexible, and modern way to manage data while reducing their dependence on physical hardware.
The Challenge
A New Way of Working With Files
The technical side of the migration was straightforward, but it represented a shift in how users interacted with their files. SharePoint’s flat and permission-based structure meant that long-standing folder hierarchies needed to be reorganized. Some users temporarily lost access to familiar files, and new access lists had to be created based on what each employee needed for their role. Overcoming this mindset shift and helping teams adjust to a new system was the biggest hurdle.
The Solution
Phased Migrations With User Support
To minimize disruption, ITonDemand moved each department’s data in stages. Files were seeded ahead of time, and final syncs were scheduled over weekends to reduce operational impact. Roughly 3 to 4 terabytes of data were migrated across two sites, covering 40 to 80 users. The team worked closely with stakeholders to reorganize data, review permissions, and train users on the new setup. OneDrive and Teams acted as the user-facing tools, while SharePoint provided the backend structure.
The Result
A Streamlined, Cloud-Based Environment
The full migration took just a few weeks, including time for meetings and training. Downtime during business hours was virtually zero, with only a few minor access issues that were quickly resolved. By eliminating on-premise file servers and VPN dependencies, the organization gained a more stable, secure, and manageable environment. Onboarding and offboarding became simpler, and the risk of local server failure was removed entirely.
Our Partner
About the Washington, D.C. Nonprofit Organization
This nonprofit, based in Washington, D.C., supports projects that improve public safety, infrastructure, and community readiness. Its members come from a mix of public and private backgrounds and work on efforts that help both local and national programs. The organization offers training, learning events, and ways for professionals to grow their skills and prepare for real-world challenges.
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