Case Study: Migrating 2TB of File Server and Google Workspace Data to SharePoint as a Strategic Foundation for Entra and Intune Integration

July 10, 2025

Background

A woman is sitting at a table using a laptop computer.

A mid-sized professional services firm operating in a remote-first environment sought to modernize its IT infrastructure. The objective was to transition from legacy, on-premises systems to a cloud-first model that better supports remote access, security, and identity management.


The first milestone in this initiative was to migrate approximately 2TB of structured file data from an on-premises Windows File Server to Microsoft SharePoint Online.

Project Scope and Objectives


  • Data Volume: 2TB of departmental and cross-functional file shares.
  • Primary Goal: Enable remote-friendly access via SharePoint while improving metadata discoverability.
  • Long-Term Vision: Serve as a precursor to full identity and device management through Microsoft Entra ID (formerly Azure AD) and Microsoft Intune.

Challenges

  • Traditional folder hierarchy with inconsistent naming conventions.
  • Lack of metadata classification or governance.
  • Manual file discovery hindered productivity and compliance.
  • Need for minimal user disruption during migration.

Strategy and Execution


1. Assessment and Planning

  • Conducted a full inventory of file types, sizes, access patterns, and departmental ownership.
  • Mapped out which shares would transition into Document Libraries, Teams-integrated SharePoint Sites, or archival stores.

 

2. Data Classification and Tagging Framework

  • Developed a classification taxonomy using Microsoft Purview to align with:
  • Departmental ownership
  • Sensitivity levels (e.g., Public, Internal, Confidential)
  • Business functions (e.g., HR, Finance, Sales)
  • Custom metadata columns created in SharePoint libraries for:
  • Project Name
  • Document Type
  • Retention Category


3. Automation and Tooling

  • Used ShareGate for:
  • Bulk migration with folder-to-library mapping.
  • Applying classification tags during migration using CSV mapping templates.
  • Power Automate flows established to:
  • Automatically tag incoming documents.
  • Route high-sensitivity content for manager approval.


4. Change Management

  • Created user documentation and video walkthroughs.
  • Delivered department-specific training sessions.
  • Enabled conditional access policies and integrated MFA via Entra ID.



5. Post-Migration Hardening

  • Disabled legacy SMB access to shares.
  • Planned Implementation of DLP policies and versioning controls in SharePoint.
  • Initiated pilot rollout of Intune for managing remote devices.

Results

  • Seamless migration of data with minimal downtime.
  • Enhanced search capabilities through metadata, eliminating reliance on deep folder navigation.
  • Unified remote access across geographies without VPN.
  • Laid foundation for phase two: full device enrollment into Intune and identity centralization under Entra ID.

Key Technologies Used


  • Microsoft SharePoint Online
  • Microsoft Purview (Compliance & Classification)
  • ShareGate Desktop
  • Power Automate
  • Microsoft Entra ID (Azure AD)
  • Microsoft Intune

Conclusion

This migration not only transitioned file storage to a modern platform but also transformed how information is accessed, secured, and governed. By leveraging metadata and automation, the organization is well-positioned to enforce compliance and enable a more flexible, secure work environment as it moves further into Entra and Intune.

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