It turned out that each party had used their own system for recording information. This meant that the data, although present, was stored in two different systems. And in each case, the data had been recorded in a way that “suited” the person entering it
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The “critical” documents are kept in a legacy ECM system and several SharePoint doclibs store the non-critical documents. These systems are located centrally, and are all globally accessible. The business users work primarily with the legacy ECM system, but often also need to work with the documents in SharePoint. When a document was needed, a search was either done in SharePoint, or in the legacy system, using its rather complicated search feature