If you’re thinking about migrating to SharePoint 2013, you could potentially have a lot to gain from the new cloud computing capabilities of the latest version of this popular web application. The new version offers many advantages over older versions, but there are also some potential pitfalls you ought to think about.
You could be subjecting your organization’s data to the possibility of various risks if you don’t go about the data migration in the correct and most efficient way. It’s important to be aware and educated as you migrate to this new digital technology, so the project is as successful as can be and your precious data is protected. Here are a few things to consider.
Consider These 10 Things Before Putting Your Data at Risk
1. Don’t make the leap before careful preparation.
The process of migrating from SharePoint 2007 or SharePoint 2010 to the newer version will be more than just a content backup and restoration project. If you’ve never used SharePoint before, setting up an entirely new system will require even more thought. Just make sure you have a plan before getting started.
2. Ask yourself who is going to be using this technology.
The way you migrate your data will depend on who will require access to it in the near and far future, either as individuals or as teams. You want to capture the purpose of your business while making it easier for the members of your teams to use the technology.
3. Ask yourself where this data will be used.
As you consider your content inventory, you will need to think about whether different teams will be accessing information from different locations, and how they will be able to do so most effectively.
4. Don’t forget your current data governance.
The current information architecture you have in place can be leveraged to benefit your future system, so consider the existing features that you already use on a regular basis, such as community sites, and how these information structures will work into your new plan.
5. List every chunk of data before migrating.
If you’re migrating to SharePoint 2013, which utilizes cloud-computing technology, you will want to create an inventory of all the data you have stored in the current inventory. This should include separate lists for different categories, duplicate site collections, a subsite count, content database sizes, content database limits, and numbers of site collections per database.
6. Make a plan to avoid potential content issues.
One of the most important aspects of your data migration plan should be to remove unused templates, remove excess versions you don’t require, and keep any doc library with more than 250,000 documents out of the migration. If you allow unused templates, excess versions, and doc libraries with more than 250,000 documents through, it could put your data at risk.
7. Consider the consequences of a mismanaged migration.
In case you need extra motivation to plan ahead and carefully manage your migration to the new version of SharePoint, consider what could happen if you don’t follow the steps mentioned in the previous section. Allowing unused templates, excess versions, and doc libraries with more than 250,000 documents may cause failures in your database and site collection, limit your database upgrades, turn off your SQL mirroring, and take up half your storage space before you’ve even started working within the new system.
8. Make sure you have enough storage space.
If you’re currently working within a SharePoint 2007 or SharePoint 2010 system, you will want to make sure you have three times the amount of storage space in your new system before migrating. This will ensure that there’s enough space for your current content and plenty of room to grow.
9. Don’t forget about loose ends.
Some other factors to consider as you plan your 2013 migration include orphaned sites, platform changes, new authorization types, missing files, customized files, and the possibility of depreciated features.
10. Get help, if necessary.
Data governance can be a complex issue, and it’s important to handle it correctly, since data can often be the lifeblood of a company. Don’t be afraid to get help from a consulting firm if you are concerned about the migration, and be sure to get it right.