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

Background

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

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.