A Structured SharePoint Ecosystem Built for Real Estate
Before migrating a single file, Verdas spent time with the firm's team leads understanding how documents were actually used — which teams needed access to what, how properties were filed, and what the most common file-finding pain points were. This informed a SharePoint architecture built around the business rather than a generic template, with a folder and permissions structure that made sense to agents from day one.
Full audit of the existing file server — cataloguing folder structure, file types, sizes, and access patterns. Stakeholder interviews conducted with department heads. SharePoint Online information architecture designed: site structure, document library taxonomy, metadata schema, and permissions model all documented and signed off before migration began.
SharePoint Online sites provisioned for each department — Sales, Lettings, Admin, Accounts, and Management. Document libraries structured with custom metadata columns for property reference, status, and document type. Permission groups created and applied, ensuring agents see only what's relevant to their role.
SharePoint Migration Tool used to transfer 480GB of data from the on-premise server to SharePoint Online. Migration run in overnight batches to minimise disruption to the working day. Post-migration integrity check performed on a statistically significant sample of files — comparing source checksums against SharePoint copies. Zero discrepancies recorded.
All staff trained on SharePoint navigation, document co-authoring, and mobile access via the SharePoint app. Two-week parallel running period where both server and SharePoint remained active. Legacy server formally decommissioned and securely wiped at end of week three. Hardware removal coordinated and documented for GDPR compliance records.
From File Server to Modern Document Platform
| Capability | Before Verdas | After Verdas |
|---|---|---|
| Remote Access | VPN only — slow and unreliable | Anywhere access via browser or mobile app |
| Backup & Recovery | No off-site backup — full data loss risk | Microsoft-managed geo-redundant backup with version history |
| Access Controls | All staff see all files — no segmentation | Role-based permissions — each team sees their own content |
| Version Control | Files overwritten — no history or rollback | Full version history with 500-version retention |
| Collaboration | One user at a time — constant lock conflicts | Real-time co-authoring across Word, Excel, and PowerPoint |
| Search | Windows Explorer search — slow and incomplete | Full-text SharePoint search with metadata filtering |
| GDPR Compliance | Uncontrolled access to client personal data | Permissions model and audit logs satisfying GDPR obligations |
SharePoint Capabilities Activated
A Modern, Accessible, and Compliant Document Platform
Three weeks after project kick-off, the legacy server was switched off permanently — taking with it years of technical debt, a daily backup anxiety, and an access model that had no place in a modern, hybrid business. Staff reported finding files faster, collaborating more easily, and accessing documents from property viewings via their phones without any friction.
"That server had been a source of stress for years. Every time it made a strange noise we held our breath. Verdas got everything moved across cleanly, built us a proper structure in SharePoint that actually makes sense, and switched it off without a single file going missing. Our agents love being able to pull up documents on their phones at viewings — it's changed how we operate."
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