If you’re looking to move your customers’ files to Office365 then it’s essential that everything is accounted for and that the process happens smoothly to avoid disruption and any data security issues. If you want to share files and complete the migration successfully, there are a number of stages to this:
Stage 1 – Assess
The first thing you’ll need to do is to assess what folders and file formats your customer currently has. Assess the file names you are using and their dates of creation and modification, as well as whether there are restriction in place for certain groups to access specific files. Consider the volume of files there are, and their individual sizes, as these things will affect the time the process takes, compliance with SharePoint Online, and whether you should go about it in a certain way.
You will need to ensure that the total number of items being migrated to any single document library doesn’t exceed 500, and that no invalid files are included. You will also be able to reassign limitations of access to users, whether this is removing permissions or adding new permissions to them, so the whole process provides a great opportunity to reassess limitations and access.
Stage 2 – Decide
Next, you’ll want to look at your customers’ site collections and document libraries to get to grips with the Target SharePoint Online Structure and items provisioning, and determine the source folders for new document libraries. You can examine the scope to migrate including the strategy that you’ll use from source to target mapping, and data filtering.
All subfolders can be carried across and new rules can be applied at any time. You can also restrict what is carried across to files created within a certain date range, or file names including or excluding certain terms. It’s important to bear in mind that migration strategy validation enforces SPO limitations before the migration and ensures rights consistency.
Stage 3 – Batch/Schedule and Communicate
Multiple migration rules can then be sorted into batches, which can be migrated more easily with minimal impact on network bandwidth and minimal impact on the end users. This process uses an SPO Migration API which is provided by Microsoft and allows you to apply the data filters defined in the migration strategy.
You can define behaviour at each stage including what actions are taken in the case of invalid files, with a choice to skip, error or rename files. Ongoing monitoring is automatically carried out in the RIS&D portal. You can also roll out a communication plan that applies to all users, such as creating standard HTML email templates and dynamic content for all users to use, as well as personalised user information. This all improves the experience that your customers have following the migration process.
Stage 4 – Drive usage
Following the final move to Office365 for your customers, you can drive and monitor end-user adoption. This includes recording the actual usage, document access workstyle, sharing workstyle and the ability to generate detailed reports per site collections and sites.
For more information about moving your customers to Office365 then get in touch with Marathon’s team today on 020 8329 1000.