SharePoint Migration & Collaboration Transformation For Synchronicity Earth

Synchronicity Earth is a UK charity that funds and supports nature conservation in some of the world’s most threatened regions.

It wanted to modernise the way its teams stored, managed and accessed organisational information.

Its existing Egnyte environment supported information across different teams and programmes, with varying requirements around access and security. Rather than simply transferring this information into another storage platform, Synchronicity Earth wanted to use the move as an opportunity to rethink how its information was structured, secured and accessed.

Working with Synchronicity Earth, Akita designed and delivered a new collaboration environment centred around Microsoft SharePoint Online, while supporting the wider transition towards Microsoft 365 and Teams.

The result was more than a file migration. It created a structured and governed information environment designed around how the organisation works today, with the flexibility to support its future use of Microsoft 365.

Requirement

Synchronicity Earth required a carefully managed migration of agreed files and folders from Egnyte to SharePoint Online.

However, reproducing the existing file structure within Microsoft 365 would have missed the opportunity presented by the migration.

The organisation needed an information architecture that made content more intuitive to navigate while providing appropriate controls over who could access sensitive information.

This required a new SharePoint structure aligned with Synchronicity Earth’s teams and programmes, supported by a clear permissions model and appropriately controlled areas for sensitive content.

The project also needed to consider the transition from existing collaboration tools towards Microsoft Teams where appropriate, while providing users with the training and communications required to adopt the new working environment.

Ultimately, the requirement was not simply to move data. It was to create a Microsoft 365 environment that made organisational information easier to manage, navigate and govern.

Microsoft 365 Solution

Akita began with discovery and assessment of the existing Egnyte environment before designing the new SharePoint Online information architecture.

The resulting environment was organised around Synchronicity Earth’s teams, programmes and operational functions. Within this structure, SharePoint sites, document libraries and navigation were configured to provide more logical locations for information.

Akita then mapped existing Egnyte content against the new SharePoint structure, ensuring agreed information could be transferred to the appropriate destination rather than simply replicating the legacy environment.

Security and permissions formed an important part of the design. A role and group-based permissions model was established, using standardised access wherever practical while implementing additional controls where information required greater protection.

Once the destination environment had been established, the migration was delivered through structured testing, migration, validation and remediation stages before final cutover.

The project included:

• Discovery and assessment of the existing Egnyte environment.
• Design and configuration of the new SharePoint Online structure.
• Data mapping between Egnyte and SharePoint.
• SharePoint site, library and navigation configuration.
• Role and group-based permissions.
• Appropriate controls for sensitive and confidential information.
• Migration of agreed files, folders and supported permissions.
• Transition towards Microsoft Teams where appropriate.
• Testing, validation and remediation.
• End-user training and migration communications.
• Go-live support and hypercare.

Results

Easier Access To Organisational Information

Instead of recreating the existing Egnyte file structure, information was organised around a SharePoint architecture reflecting Synchronicity Earth’s teams, programmes and operational needs.

A clearer hierarchy and structured navigation give users a more consistent way to reach the information relevant to their work.

More Consistent Access Management

The new permissions model moves towards group and role-based access, providing a more structured approach to managing permissions as organisational requirements change.

Where information requires tighter restrictions, additional controls provide appropriate protection without adding unnecessary complexity across the wider environment.

Stronger Information Governance

Sensitive and confidential information can be held within appropriately controlled locations, helping Synchronicity Earth apply a more consistent approach to information access and governance.

A More Structured Collaboration Environment

SharePoint Online provides a central environment for document collaboration, while greater alignment with Microsoft Teams supports Synchronicity Earth’s wider adoption of Microsoft 365.

Rather than collaboration tools and information repositories operating independently, the organisation has established a platform around which its future Microsoft 365 working practices can develop.

Platform For Future Microsoft 365 Development

The SharePoint environment was designed with future development in mind.

Its structured approach to information, permissions and governance creates a foundation for Synchronicity Earth to explore further Microsoft 365 capabilities, including workflow automation, integrations and Microsoft Copilot.

Business Impact

Synchronicity Earth’s migration demonstrates how moving from a legacy file platform can become an opportunity for wider digital workplace improvement.

Rather than treating SharePoint Online simply as a replacement location for files, Akita redesigned how organisational information could be structured, accessed and secured before undertaking the migration.

The result is a governed Microsoft 365 collaboration environment that provides clearer information organisation, a more consistent approach to access and better control over sensitive content.

Most importantly, the project has created a platform that can continue to develop alongside Synchronicity Earth, supporting future collaboration, automation and AI requirements as its use of Microsoft 365 evolves.

“Huge thank you to the team at Akita. Everyone has remarked how smooth the transition has been, which is great.”

Head of operations