Toronto IT Company Explains Legacy Data Migration Process

Moving your legacy data to a SharePoint can be a time-consuming process. However, its benefits greatly outweigh this inconvenience. For instance, 48% of companies report significant productivity losses due to inefficient legacy systems.

“A structured approach to data migration is essential for minimizing risks and maximizing the operational benefits of new systems.” – Julio Aversa, Vice President of Operations, Tenecom.

These productivity losses can quickly add up over time and cause your company to lose many more hours due to inefficiencies than you would have with a legacy system migration. As CloudSecureTech notes, 90% of people are in favor of cloud-based upgrades. Plus, proactive planning can make this process much simpler than it may seem.

To help you get started, a leading IT company in Toronto will explain why it’s important to move your data and how to transfer your information to SharePoint with as few disruptions as possible.

Why Move off Your Legacy Database to SharePoint

Switching from a legacy database to SharePoint brings clear advantages that can enhance your operations and collaboration. SharePoint offers a modern, cloud-based platform that negates many of the limitations of traditional databases.

Here are some of the benefits.

Better Collaboration & Access

SharePoint enables your team to work on documents together in real-time, regardless of their location. Unlike legacy databases that often need complex setups for remote access, SharePoint allows easy collaboration and document tracking.

Scalable & Flexible

Legacy databases can struggle to keep up with growing data needs. SharePoint scales easily to handle increasing data without requiring major infrastructure changes. Its flexible structure lets you reorganize data as needed and adapt quickly to business changes without extensive downtime.

Integration & Automation

SharePoint works seamlessly with other Microsoft 365 tools, such as Power Automate, allowing you to automate repetitive tasks and streamline business processes. This integration is often hard to achieve with older systems.

Improved Security & Compliance

SharePoint provides advanced security features like data encryption and compliance tools that few legacy systems can match. All of these features are seamlessly integrated with Microsoft Entra ID. This setup helps protect sensitive information and ensures you meet industry regulations.

Future-Proofing Your Business

Legacy databases may not support modern features like AI-driven insights, mobile accessibility, or advanced analytics, all of which are integral to staying competitive. By contrast, SharePoint offers all of these features and more. Plus, its regular updates help your organization stay on top of the latest developments.

How to Perform a Legacy System Migration to SharePoint

1. Assess Your Current Environment

Start by analyzing your existing system. Identify the types of data you have, where it’s stored, and who uses it. Determine which content is necessary to migrate and what can be archived or discarded. Understanding your current environment helps in creating a targeted migration strategy without unnecessary data transfers.

2. Plan Your Migration Strategy

Develop a detailed migration plan that includes timelines, tasks, and resource allocation. Decide on the structure of your new SharePoint environment, including how team sites, document libraries, and permissions will be organized.

Planning also involves choosing the right migration tools, such as the SharePoint Migration Tool (SPMT), and deciding whether to use self-service or enlist the help of experts. It’s also essential to have a rollback plan in case any critical issues occur during the migration.

3. Prepare Your SharePoint Environment

Before moving any data, set up your SharePoint environment. This includes pre-provisioning users in Microsoft 365 and configuring the necessary site collections, document libraries, and permissions. If your organization plans to use modern features like hub sites, ensure that these are configured correctly before migration begins.

4. Perform a Pilot Migration

Start with a pilot migration involving a small set of users or sites. This allows you to test the migration process, identify potential issues, and gather user feedback. Based on the results, you can adjust your migration strategy and refine the process for the full-scale migration.

5. Execute the Full Migration

Once the pilot is successful, proceed with the full migration. Use an incremental approach to minimize disruptions. During this phase, continuously monitor the migration process. Monitoring will help you address any issues as they arise and ensure that users smoothly transition to the new environment​.

6. Post-Migration Tasks

After the migration, validate the success of the process by checking data integrity, permissions, and user access. Provide training for end-users to help them adapt to the new SharePoint environment, and ensure that any workflows or automated processes are functioning correctly.

How to Overcome Common Challenges Associated With Migrating Legacy Systems to SharePoint

Ensuring Data Integrity

To keep your data intact during migration, start by carefully assessing what you need to move. Consider using the SPMT to accurately transfer files and metadata. Testing a small batch of data first helps confirm that everything migrates correctly.

Compatibility with Existing Applications

Before migrating, check if your current applications work well with SharePoint. If some aren’t compatible, decide if they should stay on your old system or find alternative solutions. Planning this step ensures all necessary applications continue to function smoothly post-migration.

Managing Large Data Volumes

When dealing with large amounts of data, break the migration into smaller parts. This approach keeps your system running smoothly while data is being transferred. Alternatively, you may want to consider leveraging Microsoft’s FastTrack service for guidance and support during the migration of large datasets.

Preserving Metadata & Custom Configurations

When migrating from a legacy system, preserving metadata, document IDs, and custom configurations can be challenging. Tools like the SPMT offer options to retain important metadata during the migration process. However, some custom configurations, such as workflows created in older versions of SharePoint, may require rebuilding.

User Adoption

Transitioning to SharePoint from a legacy system can be a significant change for end-users. To ensure a smooth transition, invest in comprehensive training programs. Research shows that organizations with strong change management practices that include effective training have a 94% success rate. That’s because such training helps users understand the new system’s features and minimizes resistance to change.

Performance Issues During Migration

To maintain system performance during migration, monitor your network and system resources closely. If you’re moving large data sets, schedule the migration during off-peak hours to reduce the impact on daily operations. Using multiple migration machines can also help by spreading out the workload.

How Can A Trusted IT Company in Toronto Helps With Your Legacy Data Migration

A managed IT service provider (MSP) can help with a legacy system migration by offering expertise and experience in handling complex migrations. They can assess your current system, identify potential risks, and develop a comprehensive migration plan.

Tenecom is an expert MSP with SharePoint expertise. We can do the bulk of the work involved in verifying your data integrity, ensuring security while transferring your data, and upgrading or deprecating outdated software as desired. All you need to do is tell us about your goals!

Contact a premier Toronto IT company today for your consultation.

Contact Information:

Tenecom Solutions - Toronto Managed IT Services Company

150 King St W Suite 200
Toronto, ON M5H 1J9
Canada

Tenecom Solutions
(855) 560-1253
https://tenecom.com/