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Commercial Real Estate Firm Enhances Document Management by Migrating to Secure Intranet

Optimum expertly migrates nationwide real estate company documents from third-party cloud repositories to SharePoint Online, ensuring enhanced metadata, security permissions, and improved collaboration.

About the Client

Valbridge Property Advisors is the largest independent commercial property valuation and advisory services firm in the U.S., with 200 MAI-designated appraisers, 78 office locations, and over 675 staff nationwide. Valbridge provides independent appraisal services that adhere to the highest industry standards.

Business Challenges

Valbridge Property Advisors needed to migrate their documents and files from various third-party cloud environments to SharePoint Online. The existing setup lacked a user-friendly interface, robust document management capabilities, and effective content searchability, leading to collaboration challenges and limited accessibility for employees. 

The goal of this project was to enhance document management, ensure proper user access and security, and leverage Office 365 to reduce costs associated with third-party cloud platforms.

Optimum’s Involvement

Optimum played a critical role in transforming Valbridge’s document management system. Key steps included:

  • Initial Assessment: Evaluating the client’s content and documents stored in third-party cloud environments.
  • Solution Design: Creating a SharePoint-based document management and Intranet solution to improve collaboration and content sharing.
  • SharePoint Taxonomy and Metadata: Working with the client’s offices and IT team to classify and tag documents, establishing a comprehensive SharePoint taxonomy and metadata structure.
  • Backend Development: Building the backend document management and security structure in SharePoint Online and designing an Intranet page using SharePoint’s Modern Sites for a centralized user interface.
  • Document Migration: Utilizing Sharegate Desktop to migrate content from third-party clouds to SharePoint Online, ensuring proper metadata and searchability for a seamless transition.
  • User Training: Conducting training sessions to maximize user adoption of the new SharePoint environment.

Project Outcomes and Benefits

The successful migration to SharePoint Online delivered numerous benefits:

  • Improved Collaboration: A user-friendly and robust platform for better document management and sharing.
  • Enhanced Accessibility: Centralized access to documents and content, improving searchability and usability.
  • Increased Efficiency: Streamlined document management processes and reduced administrative burden.
  • Cost Reduction: Maximized investment in Office 365, reducing reliance on third-party cloud services.
  • Security and Compliance: Ensured proper user access levels, security, and content ownership.

Optimum’s solution enabled Valbridge Property Advisors to achieve higher efficiency and productivity, transforming their document management and collaboration capabilities with SharePoint Online.

About Optimum: Your Partner in Intranet Solutions and Document Management

Optimum is a nationally recognized IT consulting firm dedicated to crafting modern, customized, and integrated Intranet and Portal solutions. We prioritize personalized and engaging user experiences to streamline content and document management, facilitate collaboration, and boost employee engagement across all devices.

Specializing in SharePoint Intranet and Extranet Portals, we enhance collaboration and maximize user adoption and ROI of your Office 365 and SharePoint platform with advanced branding, personalized user experiences, and customized integrations.

Reach out today for a complimentary discovery session, and let’s explore the best intranet solution for your needs! 

Contact us: info@optimumcs.com | 713.505.0300 | www.optimumcs.com

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