Disability services provider modernises document management with Microsoft Teams to enable secure remote access
Sylvanvale, a not-for-profit disability services provider, replaced fragmented network drives with Microsoft Teams-based document management, enabling secure remote access to files and reducing manual administration through automated permissions.
TL;DR
Client: Sylvanvale
Industry: Not-for-profit disability services
Organisation size: ~650 staff across 50+ locations
Challenge: Disconnected document access, reliance on network drives and Remote Desktop
Solution: Microsoft Teams-based document management with governance and migration
Technologies: Microsoft Teams, OneDrive, Active Directory (Dynamic Groups)
Headline result: Secure remote access and reduced IT administration via automated permissions
Service pillar: Document management / Microsoft 365 foundation
The Challenge
Sylvanvale needed a modern document management approach that worked for a distributed, mixed-skill workforce.
The organisation relied on network drives that were difficult to access outside the office, requiring staff to log in via Remote Desktop before accessing files.
This created:
– Slow, frustrating remote work experiences
– Disconnected access to documents and email
– Inconsistent use of tools, with some teams starting to use Microsoft Teams without a clear strategy or governance
The Solution
A structured Microsoft Teams document management model with governance, migration, and user enablement.
WebVine conducted a series of in-depth workshops to assess workflow needs, security and access. We then helped the Sylvanvale team assess their document storage platform options, resulting in the selection of Microsoft Teams. The basis for this decision was largely around existing workflows and alignment with Microsoft’s strategic direction.
Working closely with the business owners, WebVine established an appropriate Teams structure, implementing Dynamic Groups to automatically connect user permissions to their department or specific role. We then managed the migration of 2 terabytes of organisational files including Word, Excel, PDFs and images.
Key to the ongoing success of this project was the development of a Teams governance approach, documenting the governance framework moving forward and ensuring all settings reflected this approach. This was then followed by an education piece, ensuring the Sylvanvale project team were equipped to train and support their colleagues on the new interface, especially considering the wide range of digital ability within the organisation.
The Results
Secure, simplified access to documents from anywhere using Microsoft Teams.
After a successful migration, the Sylvanvale team can now easily access essential documents and resources remotely via Teams. While user education and adoption is an ongoing process, early adopters are particularly enjoying the ability to open and collaborate on a document via chat or video call in the same application, reducing context switching.
The use of Teams Dynamic Groups has significantly reduced administration for IT, and improved security by linking access to Active Directory settings rather than requiring manual updates for new starters or changes of role.
The Governance Committee act as information champions within the organisation, with funding and decision-making authority. New feedback mechanisms enable the committee to stay on top of user experience and act when necessary.
Strong leadership support has been instrumental in the success of the project, with the CEO and COI of Sylvanvale attending each meeting and communicating the strategic importance internally.
“From a file migration to a business transformation, using WebVine’s expertise we were able to turn document storage into a collaboration and efficiency project which has now changed the way we work at Sylvanvale for the better”
– Leanne Fretten, Chief Executive Officer
Frequently Asked Questions
Why move from network drives to Microsoft Teams for document management?
Microsoft Teams provides cloud-based access to documents, eliminating the need for Remote Desktop and enabling secure access from anywhere.
How were permissions managed at scale?
Permissions were linked to Active Directory using Dynamic Groups, automatically assigning access based on role or department.
How much data was migrated?
Approximately 2 terabytes of organisational files were migrated from legacy systems into Teams.
How was governance handled?
A documented governance framework was created and implemented to ensure consistent structure, settings, and long-term manageability.
Did user adoption require training?
Yes. The project included enablement and training to support staff with varying levels of digital capability.
