Project Description

Intelogy & Proventeq deliver Maritime Insurance migration of 7 million documents for 33,000 members from Meridio to SharePoint Online 

Solution Summary 

The Shipowners’ Club is a maritime mutual insurance association founded in 1855 with over 33,000 members. It offers Protection and Indemnity (P&I), Legal Assistance and Defense cover and associated insurance to small and specialist vessel owners, operators and charterers around the world. This association has approximately 200 employees distributed across offices in London, Singapore and Hong Kong. 

The Shipowners’ Club had previously been storing key claims data in a Meridio ECM system. Following a digital transformation initiative, they had a requirement to move a significant number of documents away from this legacy system in order to facilitate collaboration and improve efficiency with the archiving of documents.  

Intelogy analysed and managed the transition from this legacy Meridio Enterprise Content Management (ECM) system to SharePoint Online, with the migration carried out in partnership with Proventeq, using their Migration Accelerator product. 

Challenge 

The Shipowners’ ECM system had over seven million documents, amounting to more than three terabytes of data, all to be migrated into a new SharePoint Online information architecture.  

The existing Meridio system comprised a complex data structure, which had many levels of nested subfolders that did not facilitate collaboration, consistency and findability. As the client had recently initiated a digital transformation program, a system which allowed for easy collaboration, modern working and efficiency was urgently required to meet the needs of their international team and clients.  

Solution Strategy 

In order to extract the data from Meridio into SharePoint, Intelogy proposed a partnership with Proventeq, whose Migration Accelerator product is specifically designed to migrate content from ECM systems, such as Meridio, to SharePoint.  

The initial phase of the project required the creation of a proof of concept, providing the client with visibility of the proposed information architecture and collaboration capabilities on SharePoint online.  

Intelogy was able to analyze the client data set and propose a suitable migration plan, complete with personalized term store and taxonomy.  

As part of the provisioning process, SharePoint Patterns and Practices (PnP) and other PowerShell scripts were heavily used to deliver and configure the target SharePoint Online tenant. 

The technologies used to deliver this migration included: 

  1. SharePoint Online – used to store all the documents migrated from the legacy EDRMS, organized over 150 site collections.  
  2. PowerShell – scripts were used to provision and configure the target SharePoint Online architecture.  
  3. SharePoint Patterns and Practices (PnP) – used to create templates and ensure fast and consistent deployment of SharePoint structures.  
  4. Proventeq Migration Accelerator – this product was used to migrate content from the legacy Meridio ECM system to SharePoint Online.  

 Results 

The new EDRM solution provides a global Search Centrewhich when combined with Managed Metadata allows an enhanced user experience when searching the large data set. The new SharePoint Online environment allows secure external sharing and collaboration, meeting the client requirement to operate in tandem with their members and brokers. The solution is integrated with Outlook, Dynamics CRM and a range of internal custom solutions supporting Underwriting, Claims and Loss Prevention.