SharePoint Migration Guide

THE COMPLETE SHAREPOINT MIGRATION EBOOK

SharePoint Migration

A definitive guide and checklist to streamline your SharePoint Migration

Table of Contents Are you investigating how to migrate your document .................................................. 2 What is SharePoint Migration? ..................................................................................................... 3 Why do you need to migrate? .................................................................................….................. 4 SharePoint Versions ................................................................................................................................. 5 What data sources do you want to migrate? ........................................................................ 6 SharePoint Migration Map .................................................................................................................. 7 What to consider with SharePoint Migrations? ................................................................ 9 Ongoing Migrations

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SharePoint Migration Tools

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SharePoint Migration Checklist ..................................................................................................... 12 Final Thoughts ........................................................................................................................................... 13 Contact us .................................................................................................................................................... 14

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SharePoint migration Are you investigating how to migrate your enterprise content management system to a newer SharePoint version or SharePoint Online?

The migration process may appear intimidating at first, Still, you can ensure you completed the move effectively and efficiently with the proper planning and a well-defined procedure.

Before then, you probably have a few questions you need to answer. Should I upgrade or migrate my organization platform to the latest SharePoint environment or SharePoint Online if I already use SharePoint. Also, how complex, and expensive will the migration process be?

While the process is complicated, this book will explore how you can complete a step-by-step migration.

Beyond Intranet offers world-class SharePoint migration services and has performed several migration processes for our M365 clients.

Our well-defined approach made their migration process easy and successful. It changed the way our customers looked at the migration process. As a leading Microsoft Gold partner company, we have more than 15 + years of experience. At Beyond Key, we are a full-fledged team of SharePoint and Office 365 enthusiasts who can help you at every step of your migration journey.

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What is SharePoint Migration?

SharePoint Migration is moving all your existing content to a newer version of SharePoint or Microsoft 365 (formerly Office 365).

Usually, organizations opt for migrating content from your existing SharePoint site or a third-party document library from a source environment — such as file shares, SharePoint Server, SharePoint Site, Box, or Google Drive — to a newer SharePoint version or SharePoint Online.

File Shares

SharePoint Server

SharePoint Site

SharePoint Migration

Google Drive

Box

Newer SharePoint version or SharePoint Online

One of the primary reasons business chooses to migrate is to reap the benefits associated with the latest features and collaboration and productivity tools that come with the new version. The choice of SharePoint Migration often depends on your business needs, strategies, and direction. and direction.

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Why do you need to migrate?

Microsoft is known for ability to upgrade its platform like the SharePoint platform continuously. Every new platform comes with better features. You can access your SharePoint anywhere and anytime as it is on the cloud.

SharePoint helps your employees centralize your document administration, which increases the collaborative spirit between your team.

An updated SharePoint site benefits your organization in the following ways.

1. Better Remote Work Environment SharePoint Online provides a great enterprise content management platform that works wherever your team is. Given the shift to remote working over the past few years, this is a tremendous boon to any organization.

The Online version offers users flexible access on their desktop, tablet, and mobile devices.

2. Easy-to-use Interface Newer SharePoint versions often have superior design features and a more straightforward user experience to help your team save valuable time.

3. Enterprise-Level Security The enhanced security features developed in newer SharePoint versions use enterprise-level security updates to protect your organization's documents.

4. Access to the Microsoft 365 Ecosystem Companies often switch from 3rd party enterprise content management platforms to SharePoint because of how they can integrate SharePoint with the rest of the Microsoft 365 tools they use.

SharePoint documents work great with the Office Suite, Power Platform, Dynamics 365, and Teams to create a digital transformation in your business processes.

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SharePoint Versions SharePoint created several versions before they developed their online system. Common SharePoint versions include:

SharePoint 2010

SharePoint 2003 SharePoint 2001

SharePoint 2007

SharePoint 2016 SharePoint 2013

SharePoint 2019

If you want to continue using the on-prem SharePoint versions, consider that the migration requires some additional steps.

For example, migrating from SharePoint 2013 to 2019 requires completing a step-by-step migration from SP 2013 to 2016 first. You can then migrate from SharePoint 2016 to 2019.

The other migrations add to the amount of time and resources for planning and execution. However, the migration is doable. If you have SharePoint 2010 or earlier, you will need to perform multiple migrations to modernize your SharePoint platform.

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What data sources do you want to migrate?

Depending on the size of your organization and the complexity of your document storage solution, you might not want or need to migrate every document over to the newest SharePoint site.

For example, perhaps you have multiple departments in your organization with different enterprise content management sites. Some departments might prefer to keep their documents at their current location, while others might update their systems.

To help you understand what data sources to migrate and which to leave alone, you can ask the following questions.

What documents do you need to move to the new system?

Perhaps, you don't want to keep documents past a certain time frame?

What about duplicates?

What are the average document size and types you want to transfer?

Do you think any of the files are corrupt?

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SharePoint Migration Map

There are 5 phases in a SharePoint migration. Those phases are:

Discovery

Onboarding SharePoint Migration Map

Execution

Assessment

Pilot

Discovery Organizations need to analyze the entire makeup of their enterprise content management system. To discover the document structure requires mapping the user permissions and data dependencies.

Assessment After reviewing the organizations' processes and integrations, it is vital to understandyour migration requirements.The strategy reduces the number of hassles during the execution.

Pilot Before moving all your documents, it is crucial to test, test, and test each aspect of the migration process. A pilot allows you to test the performance of the new SharePoint enhancements and functional equivalencies.

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SharePoint Migration Map Execution Once you test, strategize, and plan your organization's migration map, it is time to act. Keep all stakeholders informed of the migration status.

Setting realistic expectations for the team is a vital component of migrating your documents. You need to ensure all stakeholders know what the migration plan is and how it affects their operations.

Finally, test everything. Execution does not mean you forget the pilot stage of the migration. Instead, it is vital to continue to test the documents migrate smoothly.

Onboarding The transition is not the end of the project. Next, you need to onboard your team to ensure they know how to make the most out of the new SharePoint site.

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What to consider with SharePoint Migrations?

Time How long does the migration take? Part of this estimate should include how much time it takes to plan & assess the data,and how many documents you need to transfer. Document size and the number of documents you can consistently upload.

Resources Here are a few questions you can ask to determine your resources.

What tools can you use for the migration?

How many people do you need to finish the project on a timely basis?

Can you complete the project internally or with external consultants?

What other resources do you need to complete the migration?

Potential risks With every SharePoint migration, it is vital to understand the potential risks. You need to identify different possibilities as part of the migration plan to think of the unthinkable during the migration.

What to consider with

SharePoint Migrations?

Time

Resources

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Potential risks

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Ongoing Migrations

While most organizations look at SharePoint migrations as a project with a start and end, the truth is that migrations are ongoing processes. Your team constantly creates new documents, updates current records, and creates data from their continued actions.

That means tracking your data requires ongoing data migrations to ensure you keep your data clean and organized.

SharePoint migrations represent a cultural shift in how your organization operates because the digital transformation to a new SharePoint Online version could affect your employees' daily activities

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SharePoint Migration Tools SP Migration Assessment Tool (SMAT) A Microsoft-based tool scans your environment to ensure the migration does not impact your files.

SP Modernization Scanner Another Microsoft tool that scans classic sites to modernize their enterprise content management system.

SharePoint Migration Tool (SPMT) A tool that helps with the complete migration process thanks to its drag and drop interface.

Sharegate A top Microsoft 365 migration tool with many tools for online and on-premise migrations.

SPDocKit A excellent third-party tool that documents, analyzes, and audits your SharePoint sites.

Metalogix Another third-party tool that helps migrate content to SharePoint, OneDrive, and Office 365.

SharePoint Migration Tools

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SharePoint Migration Checklist If you want to find the right partner to help with your upcoming SharePoint migration it pays to ask the right questions. Here is a checklist of the top questions clients ask Beyond Key a smoother SharePoint migration.

Are you looking to update a newer desktop version, or do you want to leverage the cloud?

Do you currently use SharePoint, or do you have a third-party tool?

What data do you want to transfer?

Do you want to remove any data before you migrate it?

Where do you plan on backing up the current data structure?

How many people on your IT team now can help with the migration?

Do you want only to use internal or external talent?

What type of enterprise content management infrastructure do you have now?

What type of policies do you have for enterprise content management?

Do you want to integrate your current system with SharePoint or migrate everything completely?

How many shareholders are in the company?

What are your main objectives with the migration?

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Final Thoughts

Every SharePoint migration is different because every organization has specific needs. Therefore, it is vital to plan and assess the best way to transfer your documents before you begin the migration process.

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Contact us

If you need help getting the most out of your SharePoint migration

Set up a free 1-hour consultation With our team

Contact us at contact@beyondIntranet.com

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