Moving to the cloud delivers many viable benefits; it can expand your business, increase efficiency and move you on the path to digital transformation. With this in mind, it is important to get migration right the first time. Below are five common migration mistakes to avoid when making the move.
1. Document Permissions.
It’s not uncommon for content to be hidden by obscurity rather than access rights within a file store with a complex folder structure. Putting this content onto SharePoint and flattening out the folder structure (which is good practice) but without careful thought can lead to embarrassing results when users discover SharePoint search. Ensure an appropriate permission model is implemented prior to migration.
2. Ignoring the importance of metadata.
At the most basic level ensure there are no illegal characters in the filenames for the destination system. At a deeper level, creation dates and other metadata can have a bearing on the processes run against the content such as automatic dispositions in line with regulatory compliance – ensure these will be maintained by whatever migration method is chosen.
3. Ignoring the possibility of sensitive content being inadvertently exposed.
This is really about having systems and processes in place to discover and deal with sensitive content. Capturing sensitive content prior to migration is a start, fully compliant systems will monitor for sensitive content being stored in inappropriate locations continually. Consider the use of tools which can analyse content and automatically tag documents as sensitive.
4. Failing to design the destination information architecture.
Migration to SharePoint / Office 365 opens a wealth of new features to control, govern and protect your data - but this takes planning and the design of an information architecture to utilise the features and follow best practice. Build into the project plan work on the destination information architecture.
5. Assuming migration can be fully outsourced to a third party.
Having made this statement there are cases where a migration can be fully outsourced which is when the content to be migrated has been stored by a system (e.g. an integration with a finance system), normally however, users have been involved and they are anything but consistent in their approach to storing content. Outsourcing the work of migrating user generated content with any degree of data cleansing will fail unless the users are involved.
Author: Paul Turnbull, Managing Director at Deltascheme