Managed IT case study

Google Drive to Microsoft 365 for an Infrastructure Project Management Consultancy

Novaguard moved an infrastructure project management consultancy from a self-managed Google Drive setup to Microsoft 365. We established central identities, structured SharePoint access, and managed devices, enabling collaboration with its government clients within their Microsoft environment.

By Michael Jordison, Director, Novaguard Technology Group

Brisbane-based, with remote support Australia-wide. Client details are anonymised.

The challenge

Files were shared through an ad hoc Google Drive setup, with inconsistent access reviews and no central identity model. The business needed to collaborate with government clients using Microsoft 365 and control access for contractors working on individual projects.

What Novaguard changed

Centralised identity and device management

We established user identities in Microsoft 365 and brought devices under Intune management. Central administration gave the business a consistent starting point for access, configuration, and staff changes.

Moved project files to SharePoint

We organised project material into SharePoint sites with permissions based on roles and projects. This replaced informal sharing with a structure the business could review and manage.

Scoped contractor access

External access was configured around project requirements, with site restrictions and sensitivity labels. The business could identify authorised collaborators and remove access when it was no longer needed.

Implemented security controls

The environment was configured against Essential Eight Maturity Level 2 requirements within the engagement scope. Microsoft 365 provided the identity, device, and collaboration platform for that work.

Results and verification

The business could collaborate with its government clients in SharePoint.
Project access became structured and reviewable.
Contractor identities and access could be managed centrally.
Ongoing managed IT support replaced the self-managed arrangement.

This case describes the implementation and operational outcome. It does not claim independent certification or government endorsement of the environment. The client's Microsoft collaboration requirements drove the platform choice; this is not a general requirement for every government supplier.

What this means for a similar organisation

Choose the collaboration platform and controls around your contracts, users, and data. A migration is most useful when it also establishes ownership of access, device management, and ongoing support.

Explore managed IT services or discuss a defined requirement through Essential Eight compliance.

Questions about this engagement

Was Microsoft 365 required for every government contractor?

This client needed to collaborate with departments using Microsoft 365 and SharePoint. Platform and security requirements should be checked against each contract.

How was contractor access handled?

Access was scoped to project material through managed external identities and SharePoint restrictions. Permissions could be reviewed and withdrawn as requirements changed.

What should a Microsoft 365 migration include beyond moving files?

The migration scope should cover where documents belong, who needs access, how devices are managed, and how staff will use the new structure. In this engagement, identity and contractor access were part of the work because collaboration was the business problem. Simply copying the same folders and permissions into another platform would have left those decisions unresolved.

Can we limit external collaborators to individual projects?

That was a central requirement in this engagement. Project sites and managed external identities provided a structure for granting and reviewing access. For your organisation, the scope should identify the people involved, the information they need, and who approves or removes access. The configuration must also account for the collaboration requirements of the organisations you work with.

How do we scope a similar migration?

Bring an outline of your current storage, user numbers, device types, external collaborators, and any written client requirements. We can use that information to discuss discovery, migration priorities, and the support needed afterwards. File volume, existing permissions, and application dependencies need review before a delivery timetable or project price can be agreed.

Doing government or enterprise work with a setup that grew by accident?

Managed IT with Novaguard rebuilds the foundation: one identity, controlled sharing, and a security standard you can point to.

Request a 20-minute call