KHD Architecture is a UK‑based architectural practice providing design and technical services to commercial and residential clients. With a growing workforce and increasing reliance on digital collaboration, the organisation required a reliable and secure document management platform. Their work depends on controlled access to shared files, clear version management, and the ability for staff to collaborate effectively across multiple devices and locations.
KHD Architecture required a review of its existing file storage and collaboration setup to support more efficient working and improve data governance. Business data was held across multiple locations, including cloud storage and a legacy network storage device used for historical information. This made it difficult to clearly define which data should be actively used and which should be retained for reference.
There was a need to centralise live data into a single, secure platform that supported structured access controls while ensuring archived data could still be retained safely. The organisation also wanted to ensure user devices were correctly configured to support modern Microsoft 365 working practices without increasing local storage usage. A clear migration plan was required to move data with minimal disruption and provide a consistent experience for all users.
We designed and delivered a SharePoint Online solution tailored to the organisation’s operational requirements. The solution included the configuration of five structured document libraries, each aligned to business functions and secured using Microsoft 365 security groups to ensure appropriate access.
We built the SharePoint environment and established access to the primary confirmed data source. To ensure data integrity and provide a safe staging process, a copy of the data was taken to a secure build environment before migration. Data migration tasks were then carried out, uploading content into the relevant SharePoint libraries while maintaining folder structures and ensuring data was clearly organised.
A site visit was completed to configure all user devices for SharePoint access using Files On Demand, allowing staff to work efficiently without unnecessary local storage usage. During this visit, legacy network storage was reviewed and a copy of archived data was taken for long term retention. This data was placed onto client owned backup media to ensure independent access to historical information.
To prevent confusion, outdated sharing links were removed and clearly marked as no longer in use. We also identified and corrected an initial Microsoft 365 tenant configuration issue to ensure consistent company information would apply to all future device setups.
KHD Architecture now operates from a centralised SharePoint Online environment that provides a clear and secure location for live business data. Staff benefit from improved collaboration, consistent access to documents, and reduced reliance on individual cloud storage locations.
The structured document libraries and security groups have strengthened data governance, ensuring information is accessible only to the appropriate users. Device configuration improvements and Files On Demand have enhanced performance and usability, particularly for staff working across multiple devices.
Archived data has been securely preserved on client owned backup media, providing reassurance while keeping the live SharePoint environment uncluttered. By removing obsolete sharing links and standardising tenant configuration, the risk of data misuse and user confusion has been significantly reduced. The organisation now has a scalable and well governed platform that supports current operations and future growth.
- Centralised SharePoint Online document management
- Five structured document libraries with controlled access
- Secure migration from cloud and legacy storage
- All user devices configured for Files On Demand
- Archived data preserved on client owned backup media
- Improved data governance and consistency
