Cardston County is a municipal government located in southern Alberta, responsible for delivering a wide range of public services across a large geographic area. Departments across the organization rely on shared documents to support daily operations, council reporting, and long-term records obligations.
As document volumes grew, the county’s legacy repository made it increasingly difficult to maintain a consistent structure or to find information quickly across departments.
Documents were stored in Xerox DocuShare in a manual, folder-driven environment. Each department had developed its own conventions over time, which made standardization difficult and left staff navigating deep folder paths to locate files.
Key challenges included:
Segue Systems designed a Microsoft SharePoint Online environment built around departmental sites and document libraries, replacing deep folder structures with metadata, views, and role-based permissions managed through Microsoft 365 groups.
Before production migration, DocuShare content, metadata, identities, and destinations were mapped to the new structure. A representative pilot then validated file counts, metadata, permissions, throughput, and search behaviour before the work was scaled up.
The full dataset was migrated in batches with monitoring and retries, followed by verification of file counts, metadata, document openability, and permissions. Administrative documentation, end-user guidance, training, and a post-go-live stabilization period supported adoption.
Cardston County now works from a single, structured document repository in Microsoft 365.
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