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Case
Study
From File Rooms to the Cloud: Hamilton Fire’s Secure SharePoint Migration Success
When every second counts, fast and secure access to information can make all the difference. The City of Hamilton Fire Department, a critical force in emergency response and fire prevention, was burdened by outdated, fragmented document systems. With thousands of vital physical and digital records in play, the department knew it was time to modernize.
Partnering on a strategic document scanning and SharePoint migration initiative, Hamilton Fire set out to enhance data accessibility, information security, and compliance, ensuring their teams are always equipped with the right information, exactly when they need it.
objectives
The primary goal is to securely digitize over 400 boxes of physical documents to streamline records management and facilitate quick access. Additionally, the project includes a comprehensive SharePoint migration to organize digital assets effectively and enhance collaboration within the department. This initiative aims to modernize information management, reduce paper dependency, and ensure regulatory compliance.
Challenges & Solutions
The Fire Department faced challenges with bulky physical archives, manual record retrieval processes, and outdated digital storage solutions. Ensuring the security and confidentiality of sensitive documents during scanning and migration is paramount.
We bring advanced document scanning technology combined with secure, compliant workflows. The project includes careful handling and indexing of physical files, integration with SharePoint for scalable digital asset management, and data migration services designed to minimize operational disruption.
Key Benefits
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Efficient digitization of large-scale physical records, reducing storage space and improving accessibility.
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Secure SharePoint migration enabling centralized document management and collaboration.
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Enhanced regulatory compliance and data security throughout scanning and migration.
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Streamlined document workflows supporting faster decision-making and operational efficiency.
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Future-proofed municipal records management aligned with digital transformation initiatives.
Value Analysis
This combined scanning and SharePoint migration project reflects QRX’s commitment to delivering scalable, secure, and innovative solutions tailored to public sector needs. It demonstrates our expertise in digital transformation, information management, and compliance-driven service delivery. The City of Hamilton Fire Department benefits from improved records accessibility, reduced manual processes, and a robust digital infrastructure supporting their mission-critical operations.