ENGAGEMENT #4:
LEGACY DOCUMENT CURATION AND MIGRATION
Legacy Document Migration
Engagement 4: Document Migration
As you know, even if an organization has a brand-new, well-designed SharePoint Intranet, with well planned libraries, curating and migrating many terabytes of legacy documents is a process that most organizations dread and see as an insurmountable challenge.
Our company has developed a new approach that radically simplifies the process, by pairing an IT individual skilled in migration with a department representative that understands their key documents and locations. Together these individuals go “shopping” for the documents that matter to that department. During the shopping process the IT individual, using Sharegate, creates a project file that tags the desired documents and identifies their destination SharePoint libraries.
This process, undertaken on a department-by-department basis, turns an insurmountable challenge into a series of efficient, manageable tasks, allowing an organization to migrate all their legacy documents without disrupting the organization.
Nomination: A department selects an individual who is knowledgeable about their department’s documents, including locations, use cases and access restrictions.
Identification: Using a leading migration tool and guided by the department representative, we explore the department's shared drives and other legacy storage locations. A migration project file is created in which the documents to be moved and their destination locations in the Intranet are identified and Mapped.
Security Analysis and Library Creation: During the identification process, if we encounter documents or folders that employ more refined or distinctive security (compared to the department SharePoint Site as a whole) we create additional SharePoint libraries, folders and Security Groups as required.
Migration: Using the migration tool, we execute the migration plan, copying the files from their original locations to the designated libraries in the new intranet system.
Verification: We coordinate with the department representative to verify the success of the migration, ensuring all files are in their correct locations and the security settings of each library or group are properly configured.
Training: Throughout the process, we record the procedure to provide ongoing training for future migrations. Recordings are stored in the Intranets SharePoint Training Library
This process can be systematically repeated for each department, ensuring the migration to the new SharePoint intranet is smooth, comprehensive, and secure. This model promotes self-sufficiency within your organization, as the IT department is equipped with the knowledge and skills to independently handle future modifications and migrations.
Final Transition Complete: Embracing the Enhanced Digital Workspace
With the successful conclusion of our fourth engagement, we have officially transitioned the legacy documents into a state-of-the-art SharePoint Intranet, marking the completion of the comprehensive project. This successful migration embodies our commitment to leveraging the power of Microsoft 365 for an efficient, cohesive, and dynamic digital workspace. As we look to the future, we can now fully reap the benefits of our newly integrated Intranet, a testament to the insightful work of your steering committee and the well-executed engagements that led us here. The future of the organization’s digital collaboration and efficiency is bright, and we are thrilled to navigate this promising journey together.
Special note: All of the training sessions and working sessions take place in Microsoft Teams and these meetings are recorded with video, audio and a written transcript. These videos are added to the Internet’s “SharePoint training and support” site (part of the overall Internet site collection). This is true for each of the four engagements that represents a significant retained asset for the organization and dramatically facilitates future maintenance and growth of the Internet.