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Need Feedback on How to Handle Migration

  Asked By: Gabriella    Date: Jan 02    Category: Sharepoint    Views: 793

This question is a non-technical question regarding SharePoint - I'm
looking for best practices/experience/suggestions with respect to
migration of files.

My firm is replacing our current Intranet. The goal is provide a new
central repository for all of the firm's work products. These work
products will be searchable so that knowledge can be shared across
offices/business practices. Our current Intranet has credibility
issues because items stored on it funnel through our marketing
department. If someone doesn't submit a product - it's not
available. With SharePoint, we are hoping all items will be captured
automatically just by the build we have implemented. Using metadata
and having new documents within the site will make searching much
easier/accurate going forward...for new documents.

The problem lies with getting past experience into SharePoint.
Documents have been kept on each office's network for years....buried
throughout various folder structures. There are literally hundreds
of thousands of files that would need to be read and properly tagged.

We are going to use Coveo as our search engine. This engine can cull
old documents as well as whatever is in Sharepoint. HOwever, the list
of old documents may be hit/miss. Users will expect to easily be
able to obtain a list of final documents for all past/present work
products (the old documents have many drafts saved on networks). They
will also expect to obtain the older work products in addition to the
new so we can't omit the older files from migration. It's a very
tall order and we'll definitely need to set some expectations but I'm
wondering if anyone successfully implemented/migrated large batches
of files stored regionally with no consistent structure into a
relatively structured Sharepoint site?

We cannot rely on staff in the regional offices to dedicate
significant time to migration which is another obstacle.

If you have any thoughts, advice or implementation guidelines you can
share, I'd love to hear about them. Also, if you used any third party
migration tool that you'd recommend - please let me know that as well.
Many thanks!



3 Answers Found

Answer #1    Answered By: Jose Scott     Answered On: Jan 02

Can any one reply to this question. I also need to do the same thing, in my

Answer #2    Answered By: Taylor Clark     Answered On: Jan 02

I would recommend taking some time  to properly  assess your organization
to clearly identify your business requirements. Next, identify the
features of SharePoint that would meet those requirements, out of the
box and write a deployment plan.

What that does for you is allow you to generate a proof of concept,
maybe in a virtual environment. Also, it would allow you to build  out a
test environment on your hardware.

I am taking a stab here and assuming that you have a support agreement
with Microsoft. If so, you have the Software Assurance package for
Volume License
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. I have provided you with a brief description of the framework and a

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SharePoint Deployment Planning Services
SharePoint Deployment Planning Services (SDPS) is designed to help your
organization plan an effective deployment of Microsoft Office SharePoint
Server. Your consultant shares best practices, analyzes your
organizational environment, and provides tools and services to help you
optimize the effectiveness of the Office SharePoint Service core
capabilities, help lower the cost of deployment, and help improve the
productivity of your organization. The number of engagement days is 1,
3, 5, 10, or 15, as determined by your Software Assurance coverage.

In response to your question  for best practices  and hands on experience.
I can testify to the fact that this framework works. If you need a
recommendation for a partner, ping me and I can point you in the right
direction. I hope that this helps.

Answer #3    Answered By: Anthony Rutledge     Answered On: Jan 02

We are still working through this but will be using programmers to
write scripts that will gather some metadata based on folder
structure while some will be gathered through Microsoft properties
fields. We will still have to manually look at some data and tell
users that some items  may not be 100% accurate. We also implemented
Coveo search  engine which allows us to give our users  the capability
to "weed out" any items that are not relevant during their searches.
As we present our new Intranet - we're making it a point to stress
that old info may not be properly  tagged.

So far.... that's the best we've come up with.

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