case study

St Vincent De Paul: TRIM to SharePoint Migration of 200,000+ Legacy Records

In 2023 Total Calibration migrated 207 000 TRIM (HP Records Manager) records for Vinnies CG into SharePoint in under 6 weeks, preserving every one of the 25 critical metadata fields required for audit and compliance.

Key Details

When COVID-19 forced staff to work remotely, Vinnies CG discovered its shared HP TRIM system was a critical bottleneck:

  • Organisation: St Vincent de Paul Society Canberra/Goulburn (Vinnies CG)

  • Industry:  Community services & charity

  • Workforce:  Approximately 2,000 volunteers plus paid staff across the ACT and surrounding NSW

  • Legacy System: HP TRIM repository hosted on-premise

  • Modern Platform: SharePoint Online (Microsoft 365)
  • Scope: Historical migration, governance uplift, user enablement
  • Engagement model: Time-and-Materials with optional post-go-live SLA

The Challenge

When COVID-19 forced staff to work remotely, Vinnies CG discovered its shared HP TRIM system was a critical bottleneck:

  • Legacy complexity – more than 207,000 paper and digital items, many untouched for over 10 years.

  • Data integrity risks – previous migration attempts left record-count mismatches between TRIM and SharePoint, compromising trust.

  • Visibility & security gaps – only three users could access migrated TRIM content, breaching governance expectations.

  • Co-tenancy limitations – the Microsoft 365 environment was owned by Vinnies NSW, restricting autonomy and control.

They took what seemed like an impossible task—shifting over 200,000 TRIM records without upsetting a single user—and made it look easy. They preserved every scrap of metadata we needed, handed us a Records Centre built exactly to our specifications, and wrapped it all up in under six weeks. Our team can now locate old records in moments, not hours, and we’re fully compliant with ACT retention rules. I can’t recommend them highly enough.”

– George Kadmos, Chief Financial Officer

Our Solution

Total Calibration delivered a streamlined four-phase programme to migrate 207 000 TRIM records without disrupting daily operations or losing any metadata.

Discovery & Strategy

  • Held workshops to confirm the 25 essential metadata fields and outline retention requirements.
  • Assessed SharePoint readiness and drafted a Migration Strategy Document aligned to ACT standards.

Design & Blueprint

  • Built a SharePoint Records Centre with custom content types and metdata fields.
  • Developed a Power BI dashboard to track migration progress in real time.

Migration & Validation

  • Used our proprietary TRIM Migration Accelerator to extract and load 207 000+ records—preserving Created/Modified dates, permissions and all metadata.
  • Validated checksums and record counts in controlled batches over six weeks with zero downtime.

Enablement & Handover

  • Delivered concise admin and user guides along with hands-on training so staff could search and manage records on day one.
  • Completed a final health check to confirm all records, permissions and metadata were accurate.

Results and Benefits

  • 207 000 TRIM records migrated – All records moved in < 6 weeks, with zero metadata loss.
  • 100 % metadata preservation – Every one of the 25 critical fields carried over intact for audit and chain-of-custody.
  • Immediate search & access – Staff now locate historical case files, contracts and correspondence in seconds via Microsoft 365 Search.
  • Seamless user experience  No TRIM log-ins needed; users simply opened SharePoint and continued working without interruption.
  • Audit-ready framework – Laying the groundwork for future event-based disposal.

Ready to Modernise Your Records?

Book a 30-minute discovery call to see how Total Calibration can migrate your legacy TRIM content to Microsoft 365—fast, compliant and metadata-perfect.


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