Developing a SharePoint Online strategy to replace a shared network drive system in a financial organization
Isotalo, Joel (2024)
2024
All rights reserved. This publication is copyrighted. You may download, display and print it for Your own personal use. Commercial use is prohibited.
Julkaisun pysyvä osoite on
https://urn.fi/URN:NBN:fi:amk-2024121636408
https://urn.fi/URN:NBN:fi:amk-2024121636408
Tiivistelmä
The goal of this bachelor’s thesis was to develop a comprehensive and tailored strategy based on Microsoft SharePoint Online to replace a legacy shared network drives system in a small to medium-sized enterprise in the financial industry. The shared network drives feature major flaws and challenges regarding aspects such as efficient and compliant management of organizational data. The purpose of the study was to address these challenges and enhance critical operational facets by proposing a SharePoint Online strategy solution that effectively enhances content management and findability, security, compliance, and overall operational efficiency to support the organization’s needs.
To facilitate the development of an effective and detailed strategy, key concepts and topics were examined in the theoretical framework section. This included exploring shared network drives, enterprise content management (ECM), and Microsoft SharePoint. A qualitative research methodology was subsequently applied, combining a case study approach with current state analysis to examine the current infrastructure of shared network drives and to collect the essential business requirements, user needs, and other considerations for a successful replacement solution. Data were collected through semi-structured group interviews with select internal experts of the organization and an analysis of internal documentation.
The key outcome is a comprehensive SharePoint Online replacement strategy specifically customized to the organization’s needs. The strategy incorporates a flat information architecture for the SharePoint environment using hub sites, robust access permissions management through Microsoft Entra Identity Governance, and enhanced content management using metadata and content types. It also incorporates Microsoft Purview retention and records management features and tools for greatly strengthened compliance and utilizes Microsoft Power Automate cloud automation capabilities for further improving workflows, content management and compliance.
The proposed strategy effectively addresses the deficiencies of the organization's shared network drives system and is expected to improve operational efficiency and strengthen security and compliance in content and data management. The recommendation is for the organization to pilot the strategy to identify potential implementation issues and to provide user training and support. Future considerations include exploring Microsoft Syntex to further enhance the proposed strategy’s content management and compliance capabilities.
To facilitate the development of an effective and detailed strategy, key concepts and topics were examined in the theoretical framework section. This included exploring shared network drives, enterprise content management (ECM), and Microsoft SharePoint. A qualitative research methodology was subsequently applied, combining a case study approach with current state analysis to examine the current infrastructure of shared network drives and to collect the essential business requirements, user needs, and other considerations for a successful replacement solution. Data were collected through semi-structured group interviews with select internal experts of the organization and an analysis of internal documentation.
The key outcome is a comprehensive SharePoint Online replacement strategy specifically customized to the organization’s needs. The strategy incorporates a flat information architecture for the SharePoint environment using hub sites, robust access permissions management through Microsoft Entra Identity Governance, and enhanced content management using metadata and content types. It also incorporates Microsoft Purview retention and records management features and tools for greatly strengthened compliance and utilizes Microsoft Power Automate cloud automation capabilities for further improving workflows, content management and compliance.
The proposed strategy effectively addresses the deficiencies of the organization's shared network drives system and is expected to improve operational efficiency and strengthen security and compliance in content and data management. The recommendation is for the organization to pilot the strategy to identify potential implementation issues and to provide user training and support. Future considerations include exploring Microsoft Syntex to further enhance the proposed strategy’s content management and compliance capabilities.