How to Simply Migrate Documents from SharePoint Legacy to Online

30 Nov 2017 | Jessica Northey

how-to-simply-migrate-documents-from-sharepoint-legacy-to-online

Do you need to move your legacy SharePoint documents to an online platform, but you’re procrastinating because you dread by moving them manually? You understand it could take up a lot of your precious time so you want to find a better way, a more efficient way. We’re here to guide you to that better path. 

If you’ve decided that your business needs to migrate documents from a prior SharePoint to online, you’ll need to perform an inventory of the data your business holds. Decide what you need to migrate over to the new system. All potential data sources must be identified and mapped; failure to do so risks losing valuable information and documents. Consider the scope of a migration project. Define the task by the types of content and the amount of data along with the type of access required. To determine this, we recommend communicating with your internal stakeholders to ensure success.

Questions for Stakeholders:

  1. What documents can be deleted prior to migration?
  2. Do you want to keep all versions of documents or only the last version?
  3. What retrieval patterns are setup for access to migrate or archive?
  4. Should you delete all the duplicate documents?
  5. Are there any files you can leave behind?

Define a clear set of requirements. Look at this as a fantastic opportunity to reorganize your company documents. This is the perfect time to develop a set of requirements to support current and long-term needs of your business. Start with analyzing your older documents and how this will be utilized onto the new SharePoint Online platform. The bonus of migration is the chance to ensure setting up new structures that are more effective for your business workflows. Our best practice advice is to determine the destination format, metadata and policies within SharePoint. Learn the structure of the source system that you’re using to migrate your documents from. Address any issues with corrupt or missing documents. Plan to replace the old metadata fields to the new ones by deleting some and creating new ones.

Don’t fool yourself into thinking this would be an effortless process that can be completed with a snap of a finger. A migration project has the potential of being more time consuming than initially planned. Many companies imagine the process taking a few days, but if you want to ensure the process runs smoothly on the other side, these processes usually can take much longer. Avoid delaying the launch dates or going live without sufficient content for your employees. Once you’ve determined the number of documents you expect to migrate, the easiest way to estimate the length of time is to carry out trial runs and time them.

Take the length of time to export a document from the legacy system and add the time it takes to upload a document to SharePoint online. Then multiply the result by the number of documents you need to migrate. Next, consider your resources. Evaluate what’s needed in terms of hardware, software, temporary disk space, external consultants and internal resources. Finally, evaluate your potential risks. Identify the roles and responsibilities of all employees or stakeholders involved in the project.

A better idea: outsource your migration with a time-saver tool.

We’ve created MyGrator 365, an uncomplicated and affordable solution to automatically migrate documents from your legacy SharePoint to SharePoint Online. Skip the complicated manual process of migrating your documents from SharePoint Legacy to SharePoint Online with MyGrator 365. A platform based on SharePoint with Dock 365 technology. Let your employees get back to work and let the MyGrator tool do the tedious work for you.

Your company can grow powerfully by utilizing SharePoint intranet solution with Dock 365. You’ll gain a custom SharePoint intranet portal like you never seen before, designed just for your company’s brand and needs. Dock is a SharePoint intranet portal that brings together the superior productivity and organizational features with a beautiful intranet platform. Enhance your user experience with Dock! Book a demo with our CEO to get one-on-one attention with each of your department managers at no obligation to your company. Find out exactly what you’ve been missing today!

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