Migrating from an existing SharePoint environment to Microsoft 365 can be a daunting task, especially when it comes to preparing the data for migration. A well-planned and executed data preparation process is essential for a successful migration, ensuring that the data is properly organized, optimized, and ready to be transferred to the new environment. In this article, we will discuss the key steps and considerations involved in preparing data for a SharePoint migration to Microsoft 365.

SharePoint Data Migration Preparation

Suppose you are a small business owner who wants to migrate your company's data to Microsoft 365 SharePoint. You store various types of data, including financial records, customer information, employee records, and project files, among others. To prepare for the migration, you need to analyze the sensitivity, access, and usefulness of the data.

For example, you need to determine which data sets contain sensitive information, such as financial records or PII, and plan for appropriate security controls and access permissions. You also need to identify the users or groups that need access to the data and ensure that proper permissions and access controls are set up.

It's always important to give yourself time to analyze and answer the following questions:

1. What is the sensitivity of the data?

Before migrating any data, it is important to determine the sensitivity level of the information. This involves identifying any confidential, classified, or personally identifiable information (PII) that may require additional security measures during the migration process. Understanding the sensitivity of the data will help in planning appropriate security controls and access permissions in the new Microsoft 365 environment.

2. Who should have access to the data?

Identifying the users or groups that need access to the data is crucial for setting up proper permissions and access controls. It is important to analyze the existing access rights and determine whether they need to be modified, reconfigured, or maintained in the new SharePoint environment. This step ensures that the migrated data remains secure and accessible only to authorized individuals or teams.

3. How useful is the data?

Assessing the usefulness and relevance of the data is essential for efficient migration. It is recommended to review the content and consult with stakeholders to determine the necessity of migrating specific data sets. Removing outdated, redundant, or low-value data not only simplifies the migration process but also improves the user experience and overall information management in the new environment.

4. Are there any data dependencies or customizations?

Analyzing data dependencies and customizations is crucial to ensure a smooth migration process. It is important to identify any interconnections between different data sets, sites, or workflows. This analysis helps in prioritizing the migration order and ensuring that dependent data is migrated in the correct sequence. Additionally, any customizations or specialized configurations need to be assessed for compatibility with Microsoft 365 and may require adjustments or redevelopment.

5. Is the data properly organized and labeled?

Data organization and consistent labeling are key factors in facilitating a successful migration. It is recommended to establish clear naming conventions, folder structures, and metadata standards before initiating the migration. Properly organized and labeled data ensures seamless navigation, searchability, and information retrieval in the new SharePoint environment.

6. What is the estimated data volume and growth rate?

Understanding the volume of data and its growth rate is essential for capacity planning. It helps in estimating the required storage space in the new environment and ensuring sufficient resources are allocated. Microsoft provides tools and guidance to help estimate storage needs based on data size, growth patterns, and usage trends. Allocating adequate storage ensures a smooth migration process and accommodates future data growth.

7. Have you conducted thorough testing and validation?

Prior to the actual migration, it is crucial to thoroughly test and validate the migration process. This involves conducting small-scale pilot migrations or utilizing migration simulation tools to ensure that the data is transferred accurately and without any loss of information or functionality. Validating the migrated data, including metadata, permissions, and access rights, guarantees a seamless transition to the new Microsoft.

Steps to Prepare Data for a SharePoint Migration to Microsoft 365

Step 1: Analysing the Existing SharePoint Environment

Before initiating the migration process, it is crucial to thoroughly analyze the existing SharePoint environment. This involves understanding the structure of the current SharePoint sites, document libraries, lists, and workflows. It is important to identify any dependencies, customizations, or complex structures that might impact the migration. This analysis will help in creating an effective migration plan and identifying any potential risks or challenges.

Step 2: Defining the Migration Scope

Defining the migration scope involves determining what data needs to be migrated to the new SharePoint environment in Microsoft 365. This makes sure to identify the specific sites, subsites, document libraries, lists, and other components that will be migrated. It is advisable to prioritize the most critical and frequently used data for migration while leaving behind any obsolete or outdated content. This will help streamline the migration process and ensure that only relevant and valuable data is transferred.

Step 3: Cleaning up and Organizing Data

Data cleanup and organization a vital steps in preparing data for migration. This involves removing any redundant, duplicate, or obsolete data from the existing SharePoint environment. It is also important to enforce consistent naming conventions, folder structures, and metadata across the data repositories. Cleaning up data not only reduces the migration effort but also improves the overall user experience and searchability in the new Microsoft 365 environment.

Step 4: Migrating Customizations and Workflows

If the existing SharePoint environment contains customizations, workflows, or other specialized configurations, it is essential to assess their compatibility with Microsoft 365. Some customizations may require modifications or reconfigurations to work properly in the new environment. It is important to evaluate and test these customizations before proceeding with the migration. Microsoft provides tools and documentation to help identify and address any compatibility issues during this process.

Step 5: Configuring Metadata and Content Types

Configuring metadata and content types is an important aspect of data preparation. This involves mapping and aligning metadata fields across the source and target SharePoint environments. It is crucial to ensure that the metadata fields are correctly mapped to their corresponding content types, ensuring consistency and accuracy during the migration. Properly configured metadata and content types enhance search capabilities and improve information management in the new Microsoft 365 environment.

Step 6: Estimating and Allocating Sufficient Storage

Migrating data to Microsoft 365 requires adequate storage space to accommodate the transferred content. It is essential to estimate the storage requirements accurately and allocate sufficient space in the new environment. Microsoft provides various tools and resources to help estimate storage needs based on the current data size, growth rate, and future usage patterns. It is recommended to allocate additional storage to account for any potential data growth after the migration.

Step 7: Testing and Validation

Before initiating the actual migration, it is crucial to perform thorough testing and validation of the migration process. This involves conducting small-scale pilot migrations or using migration simulation tools to ensure that the data is transferred correctly with no loss of information or functionality. It is important to validate the migrated data, including metadata, permissions, and access rights, to ensure that everything works as expected in the new Microsoft 365 environment.

Conclusion

Preparing data for a SharePoint migration to Microsoft 365 requires careful planning, analysis, and execution. Always remember that proper data preparation not only minimizes the risks associated with migration but also maximizes the benefits of the new collaboration and productivity features offered by Microsoft 365. Get ahead with CloudStakes for a seamless SharePoint migration to Microsoft 365. Maximize benefits, and minimize risks - start preparing your data today!