Legacy System Migration to SharePoint Online for Healthcare Compliance
We helped a healthcare organization modernize its digital workplace through SharePoint Online migration, implementing a centralized intranet, collaboration, metadata, governance, and co-authoring.
Industry
Healthcare
Services
SharePoint Online Migration, Intranet Implementation, SPFx Custom Development, Governance & Permissions, External Sharing Configuration, Microsoft 365
About Client
The client is a mid-sized healthcare organization operating in a regulated environment. Clinical, operational, and administrative teams rely on accurate and timely access to policies, procedures, and internal communications to support patient care.
The organization initiated a healthcare SharePoint migration to modernize its legacy content platform through SharePoint Online, enabling a secure, compliant, and scalable digital workplace with improved collaboration, governance, and long-term flexibility.
The Business Challenge
Over time, the organization relied on a legacy content platform that could no longer support modern collaboration, governance, and scalability requirements. This created clear barriers to a legacy system to SharePoint migration, affecting productivity, information access, and long-term sustainability.
Legacy Content Management Limitations
Content was managed inconsistently, making it difficult to identify authoritative documents and reducing confidence in the accuracy of information across the healthcare document management system.
Inconsistent content reduced document accuracy
Ineffective Search and Content Discovery
Search relied heavily on file names and folder structures, with no structured metadata to support reliable content discovery, resulting in employees spending excessive time locating information during daily operations.
Search limitations slowed content discovery
No Centralized Intranet
The absence of a dedicated intranet homepage limited enterprise-wide visibility into communications and resources, creating silos across teams and slowing adoption during the healthcare SharePoint migration.
Lack of a centralized intranet slows team collaboration
Governance and Access Control Constraints
Manual management of permissions, access controls, and external sharing limited governance effectiveness, increased healthcare information security risks, and added administrative effort in a regulated healthcare environment.
Manual access controls increase governance risk
Limited Collaboration and Co-Authoring
Multiple users working on the same files faced conflicts due to the lack of real-time collaboration, making document collaboration slow, inefficient, and prone to version issues.
Lack of real-time collaboration caused version conflicts
Scalability and Future Readiness Gaps
The legacy architecture did not support modern customization or automation patterns, making it difficult to extend functionality or prepare the platform for future growth.
Legacy architecture limits scalability and customization
Legacy Content Management Limitations
Content was managed inconsistently, making it difficult to identify authoritative documents and reducing confidence in the accuracy of information across the healthcare document management system.
Ineffective Search and Content Discovery
Search relied heavily on file names and folder structures, with no structured metadata to support reliable content discovery, resulting in employees spending excessive time locating information during daily operations.
No Centralized Intranet
The absence of a dedicated intranet homepage limited enterprise-wide visibility into communications and resources, creating silos across teams and slowing adoption during the healthcare SharePoint migration.
Governance and Access Control Constraints
Manual management of permissions, access controls, and external sharing limited governance effectiveness, increased healthcare information security risks, and added administrative effort in a regulated healthcare environment.
Limited Collaboration and Co-Authoring
Multiple users working on the same files faced conflicts due to the lack of real-time collaboration, making document collaboration slow, inefficient, and prone to version issues.
Scalability and Future Readiness Gaps
The legacy architecture did not support modern customization or automation patterns, making it difficult to extend functionality or prepare the platform for future growth.
Inconsistent content reduced document accuracy
Search limitations slowed content discovery
Lack of a centralized intranet slows team collaboration
Manual access controls increase governance risk
Lack of real-time collaboration caused version conflicts
Legacy architecture limits scalability and customization
Strategic Approach
1
Discovery & Legacy Assessment
Reviewed content structure, search gaps, access models, and governance needs to plan a legacy system to SharePoint migration.
2
SharePoint Architecture & Governance Design
Designed metadata, permissions, and compliance controls to support structured data migration on SharePoint.
3
Migration & Intranet Modernization
Executed a phased SharePoint Online migration, centralized the intranet, and implemented custom solutions.
4
Adoption & Change Enablement
Enabled adoption with training on search, collaboration, governance, and Microsoft Teams healthcare collaboration.
The Solution
We delivered a modern digital workplace on SharePoint Online, replacing the legacy platform with a legacy system to SharePoint migration. The solution enabled centralized content management, a governed enterprise intranet, secure collaboration, and metadata-driven search, supporting structured data migration on SharePoint and scalable information access across operations.
Centralized SharePoint Platform
- Centralized content storage within SharePoint Online, supporting a secure healthcare document management system
- Standardized document libraries with version control and defined ownership
- Metadata tagging and content classification improved search and discovery during structured data migration on SharePoint
- Role-based site and content permissions to ensure consistent access control
Enterprise Intranet Implementation
- Centralized hub site serving as the primary employee intranet
- Company-wide announcements, policies, and operational content surfaced centrally
- Department intranet sites built using governed, reusable templates
- Consistent navigation and branding aligned with Microsoft 365 standards, supporting intranet implementation for healthcare
Collaboration, Co-Authoring & External Sharing
- Enabled real-time co-authoring for simultaneous document collaboration
- Implemented version history to track changes and restore previous versions
- Configured controlled external sharing based on business requirements
- Managed external users through Azure Active Directory guest accounts
- Applied group-based permission models for consistent internal and external access
Custom SPFx Web Parts
- Employee Birthday and Work Anniversary web part driven by Azure Active Directory properties
- Employee Recognition web part to improve visibility and engagement
- Corporate Directory web part supporting employee discovery
- PnP Search web part delivering metadata-driven, targeted search experiences
Still facing similar challenges with legacy systems, governance, or collaboration in healthcare?
The Results
By completing a SharePoint Online migration and implementing a modern intranet with structured metadata, secure external sharing, and real-time co-authoring, the organization achieved measurable improvements across collaboration, governance, and information accessibility.
60%
45%
100%
2x
Client Testimonial
Technology Stack
SharePoint Online
Microsoft 365
SPFx (SharePoint Framework)
Microsoft Graph API
Azure Active Directory
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