Case study · Federal health department
Off legacy file shares, into PIPEDA-aligned governance.
A federal health department needed to move years of network-drive content into Microsoft 365 while meeting PIPEDA obligations, official-languages requirements and AODA accessibility standards, all within established information-management policy.
The challenge
Content lived on network drives outside any records framework: no retention, inconsistent access, and no bilingual structure. The information management and governance team needed an environment that enforced policy by design rather than relying on user discipline.
The approach
We designed the SharePoint Online information architecture as an electronic document and records management system: site collection templates, content types, metadata term stores and document libraries built to departmental requirements. Bilingual English and French functionality was configured throughout, migration from network drives was executed with ShareGate and PnP PowerShell automation, record retention and data loss prevention policies were established, and a Power Apps solution automated compliant site provisioning so governance applied to every new site by default.
The outcome
The department gained a structured, bilingual, policy-enforcing environment serving 2,000+ users, with retention, classification and DLP applied as standard and accessibility requirements met. Migrated content entered governance on day one instead of being cleaned up after the fact.