Questions you should ask yourself before starting a OneDrive Migration

Questions you should ask yourself before starting a OneDrive Migration

 

To successfully migrate documents to OneDrive for Business, and get the most out of the platform, there are a number of things that need to be considered before you start. Here we will go through some of the questions that you should be asking yourself at the pre-migration stage to hopefully make your migration easier.

 

  1. What do I want to get out of OneDrive for Business?

    OneDrive for Business is used to access work files in the network environment through different devices. It facilitates controlled sharing of files—users can keep their files private, or can share them partially or completely with one or more people. To facilitate offline working, users can sync files to their local computer. Documents are also accessible from network/internet connected devices. Understanding all of this is key to determining what you want to get out of OneDrive for Business.

     

  2. How important is compliance?

    When choosing between on-premises OneDrive for Business and a cloud based one you have to consider how it will affect your compliance. For organizations that have to regularly meet compliance requirements it is recommended that an on-premises facility is used (OneDrive for Business in SharePoint Server 2016). If the opposite is the case, then Office 365 can be used without any SharePoint infrastructure on the premises.

     

  3. Should you choose hybrid or on-premises as your deployment configuration?

    OneDrive for Business can be used in SharePoint Server 2016 or in Office 365. Organizations can use OneDrive for Business in Office 365 while retaining the SharePoint Server for all other uses. Office 365 allows employees to access their documents through the internet (outside the corporate network). The hybrid option is great for businesses with a large number of users outside the corporate network.

     

  4. What do I need in place before I start?

    To use One Drive for Business, three services — My Sites, User Profile Service Application and Managed Metadata Service — need to be configured in SharePoint Server 2016. But all Office 365 Business plans have OneDrive for Business included with them by default.

     

  5. What about SharePoint Team Site?

    Many organizations do not understand the difference between OneDrive for Business and a SharePoint Team Site. OneDrive for Business is for storing personal work documents – so the documents with little or no requirement for being shared should be moved to OneDrive for Business. Documents for collaborative work only should be moved to SharePoint Team Site.

     

  6. How much storage space do I need?

    Before starting the migration, you should calculate the required storage space and plan accordingly. The storage space for OneDrive for Business document library is determined solely by the administrator in the case of SharePoint Server. In the case of Office 365, it is decided by Microsoft according to the SharePoint subscription plan.

     

  7. Will you be migrating files/folders with long names?

    OneDrive for Business does not allow lengthy file/folder names or names with invalid characters. Large sized files as well as certain types of files are also restricted. There is also a limit to the size and number of items that can be synced with the local computer folder. It is important that you know the details about these restrictions before you begin the migration so that you reduce the likelihood of encountering an error.

     

  8. Have you considered how you’re going to validate files/folders?

    Moving documents to OneDrive for Business manually is time consuming. It can be particularly difficult to manually validate the files and folders for restricted file types, large sizes, lengthy names and illegal characters in names. Make sure you set aside some time to go through this as it can be vital to completing the migration without error.

     

  9. Have you thought about how you’re going to manage end user adoption?

    End user training helps the organization to tap the full potential of OneDrive for Business. Employees should be trained in accessing their documents from inside and outside the network. They should know to save and open files in OneDrive for business and to use features like co-authoring, versioning, tagging, document preview, simplified search and recycle bin.

     

Summary

Clearly there are a large number of questions you need to be asking yourself before you begin the process of migrating to OneDrive for Business. It is impossible to avoid answering some of these questions manually, even though it can be a time-consuming and laborious process. Other questions can be answered quicker and easier with the help of third-party solutions, such as LepideMigrator for Documents. Whichever approach you opt for, just make sure that you ask yourself these questions before you begin, so that you can reduce the risks of a failed migration.

 

SharePoint Migration

SharePoint Migration

Are you still on MOSS 2007? SharePoint 2010?

Organizations are struggling with their migration strategy waiting for the right time, right budget and right opportunity to plan conversion to latest and greatest version of SharePoint. And then the dilemma of upgrading to SharePoint on premise or moving to SharePoint Online. As they say, any solution will be acceptable if you are not aware of the underlying problem. The following are top six issues that can cause any SharePoint migration project to fail.

  • Unrealistic power users and end user’s demands: The moment power users are communicated that SharePoint is being converted to the latest version, demands start pouring in. Users start expecting rocket science and your SharePoint migration turns into a mars mission.
  • Failing to know limitations of target system: SharePoint Online or SharePoint 2013, there are limitations when it comes to migrations. And these limitations are for greater good. But not knowing them results into a situation where it would be tough decision what to leave behind.
  • Thinking SharePoint Online is zero administration: Yes, cloud is minimal administration but certainly not zero administration. In fact, there can be greater administrative overhead when using apps and BI functionality.
  • Inadequate infrastructure planning: How much is too much? How many servers would you need?
    What kind of network bandwidth is available for remote users? Centralized or Distributed? Single farm or multi farm.
  • Accepting content status quo: Migrations fail because migration teams don’t effectively demonstrate to content owners the critical importance of content auditing.
  • Poor Governance Planning: You form a governance team but is it over crowded. Too many decision makers or too less influencers can take the project down.

And then there are other decision points. What should be the conversion strategy. Should you upgrade using conventional methods or migrate using a tool? Apparently, each SharePoint version has its own optimal architecture and design that requires solid planning for a successful migration. And add to that, it is utmost necessary to have a governance vehicle to drive the project to success.

As a consultant, I help organizations plan and execute their migration goals based on the following framework.

Figure 1

  • During the content assessment phase, the site inventory is captured and capacity planning is done to determine what kind of configuration target farm should have.
  • During the rationalization phase, content strategy would be determined as to which content goes to SharePoint Online (if available), to SharePoint On premise or form a disposition strategy where the content would be deleted.
  • During the migration phase, content would be migrated using the tool or database attach upgrade and validated for consistency.

Key deliverables

  • SharePoint Infrastructure Plan
  • SharePoint Migration Plan
  • Governance Plan
  • SharePoint Integration Plan

For more details and quick quote, please write an email to ravi@gokulgandhi.com