Businesses that believe in a one-size-fits-all strategy often struggle to improve their productivity and profits. All businesses have different organizational structures, user workflows, and data governance requirements, so the business strategy should also be custom-made. Similarly, for a successful SharePoint data migration, you’ll need a customized strategy. It must concentrate on your current business environment, meet the business goals, and improve the overall performance.
If you want to learn how to customize SharePoint migration for complex business structures, this article is your complete guide. Follow it to the end to promote collaboration and content management within your organization.
How to customize SharePoint migration for your business?
SharePoint allows centralized content and document management to help businesses streamline their operations with enhanced security and scalability. Explore the section below to learn about the strategy that helps you customize the SharePoint data migration for optimized business performance.
Identify the business goals
For a successful migration, you need to first establish the business goals. Strategies will differ with the expected business goal. For example, the migration approach for the business merger will vary from the acquisition.
It is important to prioritize seamless data migration with minimal interruptions to avoid complications later. Targeting digital transformation with SharePoint data transfer is easy due to the automation, Power BI, and other related components when done correctly.
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Fragment and cleanup data
Migrating the entire source as a whole can lead to disruptions. It’s always a smart move to manage your content before moving.
Take inventory of all the data and get rid of unnecessary and irrelevant data from the source. You can extract the backup of the outdated data to a local or external hard drive if required for legal and compliance purposes. Do a proper segmentation by department or by the usefulness of the data. Arrange the data in separate folders and subfolders and label them to target better data organization in the destination environment.
Map source architecture and permissions
Prepare your destination SharePoint environment according to the source. Design the destination site architecture and decide how you want to organize the content. Create the number of users and allot them with the mailboxes, storage, etc., according to the source. Manage the file, folder, site, and other permission levels to provide smooth accessibility afterwards.
You can use Role-Based Access Controls (RBAC) to manage user permissions better. It will help you restrict unauthorized access to the data within the destination SharePoint.
Decide the migration approach
You need to select the migration approach beforehand to avoid complications. Some businesses follow the Big Bang (migrate everything in one go) approach, while others go with the Staged (migrate data in multiple phases) migration.
Selecting the right migration tool is equally important. Microsoft provides its own native SharePoint Migration tool but has certain limitations. This is why it is not reliable in all scenarios. Several professional third-party tools are available that simplify the migration and guarantee complete data security during the process.
Proceeding with a third-party SharePoint data migration tool is a wise choice for an error-free migration, as these are designed to handle complex metadata and site structures.
Don’t forget to communicate
Not keeping the shareholders and end users in the loop about the platform change can cause major workflow issues. This can lead to potential downtime and a reduction in productivity.
Make sure to inform and train the users so that they can easily adopt the new platform. Provide them with the training materials and instruction guide while shedding light on how the upgrade will boost their performance.
Test a batch
Run a test migration on a batch of data to evaluate the process and see if any errors are encountered during the process. If there are any errors during the test migration, they can be resolved in real-time, and the actual migration will be an error-free process.
Conclusion
Planning to migrate your SharePoint sites? With the customized roadmap to SharePoint site migration, transferring data with zero loss is possible. You cannot rely on the lift and shift method to transfer the data when managing a huge volume. However, it is crucial to get a reliable, professional tool like Kernel Migration for SharePoint to migrate data along with the permissions. It allows you to move sites, subsites, lists, libraries, workflows, etc., with the actual structure and integrity.
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