The move to the cloud utilising Office 365 and SharePoint Online is becoming more attractive by the day. The functionality is there, the pricing is reasonable, and there is no need to manage your own infrastructure to deliver it anymore. Here are some of the things you should consider during your migration planning.
Don’t Migrate Disorganised Data
When considering migrating your data from older versions of SharePoint or from traditional network shares often it is not the best option to perform a straight bulk migration of your data. It is always best to carefully plan, then migrate only the data you want to move; understand the document workflow, how it will be utilised, and by who. Design your SharePoint Information Architecture, including content types, metadata and your keywords.
Design Your Security Strategy
Does your data need to be accessible outside of your organisation? Do you have individual user storage requirements such as personal files or working documents? What is the organisation’s team structure, and what are their collaboration and file sharing requirements? Aside from personal OneDrive file storage, you will most probably use SharePoint team or project sites to organise your data. When configured correctly, Office 365 gives you the capability to manage access to your team site, management of roles and permissions, and the ability to clearly discover the groups and roles you require in your SharePoint online instance. Further security considerations may be required, such as the level of auditing processes required, security grouping and integration with external authentication directories.
Ongoing Administration and Control Strategy
There are few methods for a good control strategy. For any deployment of SharePoint it is recommended that ongoing management and monitoring of usage be performed using agreed processes and procedures. Delegate control to content, team, or project owners and provide them with training to assist with ongoing moderation and management of the respective sites. On-boarding new users should be done through a defined procedure to ensure appropriate roles and permissions are assigned. Likewise, a robust user exit strategy needs to be developed.
Design Your Backup Plans
Since Office 365 is delivered as a service, back-end infrastructure is managed by Microsoft. It is delivered with a 99.9% financial backed uptime guarantee. Data protection against accidental data deletion is important and multi-cloud vendor recovery of data is also worth considering.
Many providers advise that having a cloud support partner is imperative for a successful migration. If you have any questions or your organisation is considering the move to Office 365, please contact us.