Articles

Migrating from Hyland OnBase to SharePoint Online is rarely just a document move. In many organizations, OnBase has supported real business work for years. Finance teams use it for invoices. Human Resources uses it for employee records. Planning, permitting, legal, or operations teams rely on it for case files, approvals, and scanned documents.

Many organizations eventually reach the same point with OpenText Content Server. After it has been in place for years, the system holds important business records, project files, contracts, drawings, correspondence, approvals, emails, controlled documents, and historical content. It may also include custom modules, workflows, integrations, inherited permissions, business workspace templates, and add-ons that only a few people still understand.

Most shared drives have a few familiar problem areas. There is the project folder that was copied from last year’s project folder. The finance folder with exported reports saved every month. The HR folder with policy drafts, signed PDFs, multiple Word document versions, and scanned copies. The department archive that everyone is afraid to touch. Somewhere in there, the same file may exist five, ten, or even fifty times.

Most organizations know their file shares are messy. The problem is nobody knows exactly how messy until a migration project starts.

Most Microsoft 365 environments do not become messy all at once. Rather, they usually get there one site at a time through the ongoing creation of project sites, birthdays, retirements, and accidental sites.

Most SharePoint environments slowly accumulate completed projects and historical files, content that must be retained but is no longer actively used. Microsoft’s new file‑level archiving capability in Microsoft 365 Archive introduces a long‑missing middle ground, allowing individual files to move out of day‑to‑day collaboration while remaining preserved, discoverable, and governed. The result is clearer collaboration spaces, lower storage costs, and compliance that remains fi

This article looks at what Microsoft 365 E7 could mean, especially with Copilot and AI agents becoming part of everyday work — from productivity to security and automation.

Oversharing in SharePoint rarely looks dramatic. More often, it’s the quiet autocomplete mistake or the well‑intentioned click that gives the wrong person access. As AI tools make content more discoverable than ever, these small moments carry bigger consequences. This article explores why oversharing happens, why it matters, and how better governance—not user discipline—creates safer, more intentional collaboration.

In IT, and data governance in particular, it’s easy to fall into a “see a nail, hit it with a hammer” mindset. When we think about permissions and searchability, the hammer we reach for most often is Microsoft Purview.

Large-scale content migrations are more than moving files—they’re complex projects requiring careful planning, the right tools, and lessons from experience. Here are five key takeaways:

Migrating from OpenText to SharePoint / Microsoft 365 isn’t just moving files. These platforms work differently, and treating them the same leads to problems. Success requires understanding key differences and planning ahead. Here are five common pitfalls and how to avoid them:

Many organizations have relied on ECM systems like OpenText Content Server to securely manage documents. While OpenText once served as the backbone for storing critical company information, the way we work today has changed, and an organized filing cabinet simply isn’t enough anymore.

Think of your cloud migration like moving into a new house: Before you start putting your belongings into boxes, it’s a good idea to sort through the drawers, clear out the junk, and decide what’s worth keeping. You might even stumble across a few things you didn’t know you still had.

For almost thirty years, IBM Content Manager OnDemand has served as a foundation for high volume document archiving across major industries, especially insurance, financial services, and utilities. Many insurers still call it simply “OnDemand,” a reflection of its long history and importance as one of the earliest large scale archival systems.

Microsoft 365 Archive helps to address digital clutter, providing an easy way to move an entire SharePoint site to a less expensive storage space. However, it’s important to have a plan based on best practices before clicking that transfer button.