OVAM Future-Proofs Document Management with SharePoint Online

From Alfresco to SharePoint Online: A Modernization Journey  

The Alfresco document archive was vital to OVAM’s core operations, but the system had become too complex and costly to maintain. With evolving regulations such as the Administrative Decree and GDPR, OVAM needed a modern, reliable, and compliant solution. Cegeka guided OVAM through a seamless migration to SharePoint Online, designing dedicated SharePoint sites for each core process to meet specific information needs. Throughout the process, maintaining functionality, data integrity, and risk management were top priorities. From version control and metadata to retention policies and series registers. 

This transformation was not just technical, it was organizational. The transition introduced a new way of working for all employees. Cegeka invested heavily in support, communication, and training, ensuring that everyone could embrace the new system with confidence. 

Christel Simoen, ICT Medewerker, OVAM: Together with Cegeka, we carried out a thorough migration of documents from Alfresco to SharePoint. For process-related documents, we created dedicated SharePoint sites under the name ‘Bemos’, while other documents were managed in Teams, supported by a SharePoint site in the background.” 

A Collaboration Built on Trust 

Employees received step-by-step guidance on new workflows, from using metadata to collaborating on documents and leveraging enhanced search features. This personalized approach ensured smooth adoption and allowed OVAM’s document management environment to evolve into a modern, secure, and scalable M365 platform. 
“Through the personal and individual approach during the process, the migration was shaped to the needs of the business. Each SharePoint site received an individual look & feel within a uniform whole,” adds Christel Simoen, ICT Employee at OVAM. 

Ready for the Future 

With SharePoint Online, OVAM now operates in a robust, future-ready environment that supports ongoing digital transformation. Automation with Power Automate, seamless collaboration, and remote work have become the norm.  

Ready for innovations like M365 Copilot and AI-driven processes, OVAM’s partnership with Cegeka has resulted in a secure, successful migration and a significant leap in digital maturity. A solid foundation for efficient, data-driven work across all core activities.