Volkswagen’s IT department faced a long-standing issue with an outdated and disorganized document storage system. The original DMS lacked a clear structure, making document searches time-consuming and often unsuccessful. Access management was also problematic, there was no unified system for handling permissions, which significantly complicated daily operations and increased data security risks.
In addition to the document management system, there was also a strong demand for a new intranet solution for the entire department, one that would support task management, wiki pages, calendars, and other internal communication tools. The situation called for a comprehensive intervention: a technically robust yet user-friendly solution that would not disrupt day-to-day operations and would allow for a smooth transition.
The project was divided into three main phases: preparation and planning, the migration itself, and post-migration support.
I. Planning and Analysis
The project began with an in-depth analysis of the existing system’s content. The team focused on identifying key document types, their owners, and interdependencies. A new data structure was designed, along with document classification schemes and retention policies. Rules for access permissions were defined based on SharePoint and Active Directory groups.
Internal communication played a crucial role during this phase, users were introduced to the benefits of the new system and were given opportunities to contribute to the design of the final solution through discussions, surveys, and training sessions. This collaborative approach ensured smooth adoption of the new system and minimized resistance to change.
II. Content Reorganization and Data Migration
The core of the solution was the reorganization of content. Documents were grouped into logical units, analyzed, and cleaned. The migration followed a detailed migration plan and was scheduled during a company-wide holiday to minimize impact on end users.
A professional migration tool, Sharegate, was used to ensure secure data transfer. During the process, the original system was placed in read-only mode to prevent data conflicts or loss. DNS aliases were configured to allow seamless switching to the new storage locations without disrupting user workflows. After the migration, a read-only temporary archive was set up as a safety backup, retained for approximately two months.
III. Support and Operation
Following the successful migration, the project continued with on-site support, handling ad-hoc requests, fine-tuning access settings, and executing additional data migrations as needed. The SharePoint platform was gradually expanded into a robust solution in the form of a SharePoint 2016 farm with over 200 servers, making it the largest implementation of its kind in Central Europe. Platform support was provided continuously until 2021/2022.
Selected tech stack, tools, and frameworks to ensure scalability, performance, and long-term reliability.
Active Directory
DNS
Hyper-V
Microsoft
Microsoft 365
MS Excel
Office
ShareGate
SharePoint
The migration and reorganization of the document management system brought several significant benefits. Most notably, it led to a substantial improvement in data clarity, enabling fast and efficient document search.
The introduction of unified access rights and retention policies enhanced the security and accountability of document management. In addition, the new intranet provided the IT department with tools for task planning, work organization, and knowledge sharing, resulting in more effective internal communication.
Thanks to thorough planning and the involvement of end users, the migration was carried out without any downtime and with full respect for the needs of day-to-day operations. The SharePoint platform became a stable and scalable foundation on which Volkswagen’s IT department can continue to build.
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