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5 Steps to ACE your Archive Migration

Undertaking any type of migration can be a daunting and possibly costly venture for your business. Follow these five steps to help you on the way to a smooth journey.

1. Know where you’re coming from, and where you’re going

It’s crucial to have an in-depth understanding of your legacy archive environment. How far does the archive go back? What types of data did it capture (i.e. emails, calendar appointments, attachments etc.)? What types of metadata did it capture? How much of this data do you need to transfer?

This information will provide insight into what data you will be migrating and whether your archive infrastructure will be able to accommodate the extraction process. Understand also your target environment. Will it be cloud, or on-premises? What types of data formats will it accept and what is its maximum rate of ingestion.

2. Assessing the particulars

Conducting an adequate pre-project assessment isn’t just a good idea, it’s a must if you want to effect a successful migration. It should provide you with a detailed picture of how much data exists in your archive, whether there is data – junk, perhaps – that can be discarded rather than migrated, and whether there are PSTs to include.

Crucially, a pre-project assessment will provide insight into any legal and compliance risks that may present including whether chain-of- custody needs to be maintained (see box-out). Other questions it should resolve is the overall approach – i.e, manual or automated migration, project costs and timeframes.

3. Choosing your migration pathway

There are a number of different options when considering an archive migration, each with their own strengths and weaknesses.

  • Parallel Systems and No Migration: A parallel process that keeps both old and new systems running concurrently allowing the old archived data to be expired over time and not migrated.
  • Benefits: the new archive is available as soon as possible at minimum expense and the legacy archive is accessible and can be quickly reverted to in the event of problems.
  • Downsides: End-users have two systems to search for content, existing shortcuts will not always work, and ongoing support and maintenance costs with maintaining the legacy system.
  • Selective Migration: Also known as a partial migration. A smaller group or subset of data is migrated rather than the entire archive.
  • Benefits: The ability to minimise the volume of data being migrated, reducing costs and enabling end users to access their data from a single location.
  • Downsides: To access ALL the data, two locations will still need to be referenced.
  • Full Migration: All legacy data is migrated using a phased approach and the old system is decommissioned following verification of the migration.
  • Benefits: Old platform can be decommissioned and all data is located in a single place.
  • Downsides: Change for the organisation, upfront costs.

4. Plan the work, work the plan

Once there is a basic understanding of the task ahead, it’s time to formulate an overview of what should happen, when, and who is responsible for its implementation. It should also feature a realistic breakdown of the estimated resources needed and a clear statement of purpose around why the migration is being undertaken.

Solicit advice from your compliance department and integrate their recommendations into your plan. Additionally, ensure that you communicate that plan to all parties likely to be affected to ensure everyone has a clear picture of what to expect, when to expect it and who to contact should the unexpected occur.

5. Cover your bases with a recovery plan

Finally, have a robust contingency plan, should a problem emerge that cannot be readily addressed. Not having an option to roll-back to a reliable ‘known state’ could prove costly and incredibly disruptive for your end-users.

Get in touch with Insentra today for more info on how to complete a smooth migration!

 

Simon Alit > Data Migrations specialist

 Simon Altit

Director – EMEA

 

AU

UK

E

+61 433 232 349

+44 7403 599 817

simon.altit@insentra.co.uk

 

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7 Things to be Aware of in a DIY Migration

We live in a DIY world where Google, YouTube and their cohorts turn us into authorities.  We can now perform tasks we would previously have paid an expert to handle. How often have you tried this DIY approach and then had to call in the expert? Ever tried it with an Email Archive Migration? There are indeed some use cases where this approach is OK although they are very few and far between.

You might think that doing an archive migration yourself will save your company time and money. Install the third party tool and away you go.

Consider this:

  1. Knowledge: Organisations seldom have archive migration specialists as a part of their everyday IT team – there are probably less than 100 people on the planet with these specialist skills. Not having the right knowledge to deliver the right outcome is detrimental.
  1. Not understanding where you’re coming from or where you’re going to: Like most things, the devil is in the detail.  A transformation project like an archive migration is more difficult because inexperience has it that people don’t know what they need to do in order to successfully shift the data in the right way.
  1. Data loss: If you don’t have a well-defined methodology and processes there is no way to guarantee that you’ve migrated all data. Worse… you won’t know until it’s too late.
  1. Time: Inexperience leads to lengthy project times while your team learn to do something that you are likely to only every do once.
  1. Cost: Not knowing how long a migration will take means not knowing how many resources you will need. Five years later you could still be in the beginning stage of your migration and have spent tens of thousands (this is a true story).
  1. User experience and internal infrastructure: A piece of software to perform a migration does not tell you how have a fantastic user experience or how to ensure little impact to your environment.
  1. Compliance: If you need a compliant based migration of data, the legal ramifications of this being done incorrectly can have the potential to cripple your company. The smallest mistake could result in the largest problem trouble for your company.

Put away your migrations for dummies books (yes this really happened) and come and talk to Insentra today. We can help you avoid these pitfalls and give you the guidance you need to get the best outcome – a well-managed migration of your critical data.

Simon Alit > Data Migrations specialist

Simon Altit

Director – EMEA

 

AU

UK

E

+61 433 232 349

+44 7403 599 817

simon.altit@insentra.co.uk

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QUADROtech’s first Platinum Partner Globally

Leading migration vendor QUADROtech has announced Insentra as their first Platinum Partner globally in their new partner program.

According to founder and CEO of QUADROtech Peter Kozak this level of partnership has been achieved on our migration services team’s professionalism, experience and consistent delivery of email archive migration success using QUADROtech’s toolset in the Asia Pacific.

“Insentra has been on board since day one and all of our projects through Insentra have been successful. We have a great working relationship with the entire team and the opportunity to work with like-minded people is great. Insentra has proven to be a model partner and we are proud to announce Insentra as one of our first Platinum partners in our new global partner program” Peter Kozak.

We are very proud to be recognised for our hard work and dedication in delivering the region with  leading  migration services and toolsets. It goes without saying that our channel partners have played a significant role in helping us achieve this status, so to have our happy migration clients.

A big thank you from the Insentra migration services team!

For more information about QUADROtech and their toolsets visit their site 

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See you at our Microsoft APC 2014 stand!

Microsoft’s APC conference is only two weeks away and this year Insentra will be exhibiting alongside our partners at The Hub exhibition hall. We are looking forward to connecting with many old faces and meeting some new ones over the 3 day event.

If you are attending, be sure to drop by our stand and say hi to our team. With a nostalgic skill tester game at our stand and an awesome giveaway that will make you the envy of your colleagues, we think you will enjoy coming by to say hello!

Besides games and giveaways here are the 5 reasons why we should connect at the conference:

1. Find out how we can help you migrate your client’s email archives from their existing on premise solution to Office 365.
2. Learn more about how our experience, migration methodology and vendor toolsets will deliver your client’s a stress free automated migration.
3. Find out how we can help migrate your client’s workloads to Azure.
4. Find out how we can help your clients quickly and effectively consolidate their PST files.
5. Find out how we fit into the channel and how our channel centric model of engagement gives you access to the leading migration solutions and services.

Be sure to come by and have a chat. Bring all your questions and our friendly team will look after you.

Don’t forget to follow us on Twitter during Microsoft APC to keep up to date with all of our stand activities.

See you at the sunny (hopefully!) Gold Coast. For more information on the event visit  Microsoft APC 2014