Migration to a new case management system for CtGB

Aug 5, 2025 3:41:11 PM

Challenge

Migrating 20 million documents and data from seven sources to a new case management system and Microsoft 365

Solution

Data and content migration to AXI case management system and SharePoint with metadata restructuring and records management

Result

One central, compliant process and information platform, ready for the future

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Case Study

As the authorizing body for crop protection products
and biocides, the Ctgb processes complex dossiers with a major social impact. The existing IT infrastructure consisted of outdated network drives, a DMS, and
separate platforms. With a view to future-proof IT, the Ctgb wanted to switch to a new case management system, including central storage and more efficient document management.

Xillio was tasked with managing this complex data and content migration. To this end, the team worked closely with the supplier of the new solution, the Belgian company AXI.

The complexity of this migration project lay mainly in the fact that the data came from seven different sources, each with its own history and structure,” says
Rob Aaldijk, who was involved in the project as Principal Consultant on behalf of Xillio.

The Xillio team migrated a total of over 7 TB of data (20 million documents) from seven source systems – including a DMS, a network share, a web portal, various
databases, and an intranet – to a central SharePoint environment.

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We are probably the only party that can do this really well. Because it doesn't matter where the data comes from for our migration solution – if we can link it, we can migrate it.