Document Migration Best Practices

An important thing to be aware of when performing migrations is that MigrationWiz is not a synchronization tool. Therefore, we will not synchronize changes to documents after those documents have migrated. With this in mind, the best practice migration strategies for document migrations are outlined below. You can perform these migration strategies on all users, or split your users into batches, and then perform your preferred migration strategy.

 

Option 1: Big-Bang migration

A Big Bang migration strategy is recommended for most small document migration projects. It is also recommended for high-bandwidth migration scenarios, such as Google Drive to Microsoft OneDrive migrations, since it is possible to migrate many users with a large number of documents and data in a short amount of time.

Inform users that the migration is occurring at a certain time/date and that they should not attempt to modify their documents while the migration is in progress. Perform a Big Bang migration and migrate all documents with no date filters. You can select in your project's Advanced Options to automatically send an email to the user when the migration completes successfully.  It is important to note here that the users will not actually lose access to their files during the Migration.  They would still be able to access and update their files, but should be discouraged from doing so in order to prevent the changes from being lost.

Note: It is possible to modify the text of this email by editing the text under Customize Notification Email in Advanced Options. More information on how to customize the notifications can be found in the following guide: Customize notification emails in MigrationWiz

 

Option 2: Quick-Switch Migration

This Quick-Switch Migration strategy is a good solution for file server migrations, and other migration types where the migration speeds are typically slower, and thus users will quickly need access to their most recent documents, prior to migrating the remainder of the documents.  A sample migration plan  for this is below

  • Set a date filter, in Advanced Options, to migrate only documents that have a Last Modified date newer than three months ago (or whatever date is desired.
  • Run a first Full Migration pass.  This will migrate the newest files over to your destination so that your users can start using them right away.
  • Remove the original date filter from the project's Advanced Options, and add a new date filter. This new date filter should be set to migrate only items older than three months ago. (Or whatever date was specified).
  • Run a second Full Migration pass.  This will migrate everything that was not migrated in the original pass.

Notes:

  • During the first pass, users need to be informed that a migration is occurring and that they should not modify documents while it is in progress. It is recommended to select the option to, upon completion, send a successful migration email notification to the users, under the MigrationWiz project's Advanced Options. This email should be customized so that it includes the following information:
    • How to access documents on the new Destination.
    • An explanation that a first migration pass has been completed. This first pass only includes documents newer than three months (or whatever was set using the date filter).
    • An explanation that a second migration pass will follow, in which all the remaining older documents will be migrated, and a further email will be sent upon completion of this second pass.
    • A link to any training material about how to use the new Destination document platform.
    • Your trusted company name.
    • Your email signature.
  • During the second pass it is recommended to select the option to, upon completion, send a successful migration email notification to the users, under MigrationWiz project's Advanced Options. This email should also be customized so that it includes the following information:
    • An announcement that their migration has now completed.
    • Your trusted company name.
    • Your email signature.
  • More information on setting date filters, see How do I set a Date Range Filter? Note that this article refers to a mailbox migration, but the same date filter principles apply to document migrations.​

 

Was this article helpful?
1 out of 1 found this helpful