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Summary: Microsoft SharePoint is renowned for its document management capabilities. It enables document creation, sharing, and migration. When migrating to SharePoint, you should clean up source data, categorize files, inform site owners, and use tools like SharePoint Migration or Kernel Migration for SharePoint to ensure a smooth, secure migration process with minimal data loss.

Microsoft SharePoint is renowned for its status as a premier document management platform, thanks to its comprehensive array of document-handling capabilities. It simplifies document creation, enabling users to collaboratively validate and edit documents. Additionally, it offers a straightforward file migration process, allowing users to seamlessly transfer files from their systems to SharePoint.

SharePoint Migration

Once a new SharePoint instance is deployed, the task of migrating entire folders and numerous files from your file shares to the site may seem straightforward. Nevertheless, this process is far from simple. It necessitates careful content migration planning, proactive identification of potential challenges, the creation of a checklist for SharePoint migration, readiness of the destination environment, execution of the migration itself, and the seamless onboarding of end users.

Though it is a long process, we will briefly go through the major steps.

Step 1. Understand the source data well

To begin, thoroughly examine all directories, including their subdirectories, to discern which data should be transferred and which should be excluded. This process will serve as an inventory refinement, ultimately reducing the overall volume of data eligible for migration.

While going through all the folders, you can check out various items that are not suitable for SharePoint migration-

  • Application files.
  • Executable software codes.
  • Large individual files.
  • Folders that include more than 5000 items.
  • Inactive sites or unsupported templates.
  • Empty groups.
  • Empty lists & libraries.
  • Duplicate files.
  • Files containing multiple customized permissions.
  • Older versions from the version history.

SharePoint, developed by Microsoft, seamlessly integrates with various Microsoft Office applications such as Word, Excel, PowerPoint, Access, OneNote, and more. Numerous files within SharePoint lists and libraries are generated through the use of these applications. In recent developments, SharePoint has expanded its capabilities to include the storage of Image Web Parts in modern sites. The Image Web Part enables users to effortlessly embed images onto webpages sourced from external sites, their local computers, or the internet.

It is imperative to identify essential data and address any issues when preparing for a SharePoint migration. Of paramount importance is the successful transfer of system files to your business’s SharePoint account, making failure during the migration process undesirable.

Step2. Classify the files, documents, and folders into categories

After you’ve made your selections from the content scattered across various drives and folders, your next step should involve organizing them intelligently. It’s advisable to categorize this data based on its utility or accessibility. This categorization approach will greatly simplify the migration process. In the future, you can migrate one selected category at a time, allowing for a smoother transition. Typically, SharePoint files feature assorted folder names such as Policies and Procedures, customer files, project files, department files, and more. By creating these categories, you can avoid any confusion regarding the stored information. Additionally, be sure to check SharePoint Online storage information to ascertain the volume of data you intend to migrate.

Step3. Inform the site owners

The site administrator bears the responsibility of data management post-migration, necessitating appropriate permissions. Additionally, ensuring users possess adequate access to data within the fresh environment entails migrating metadata and permissions.

Step4. Start the migration using the SharePoint Migration tool

After selecting the essential files for migration, you can acquire the SharePoint Migration for transferring sites from on-premises SharePoint to SharePoint Online. This utility tool is available at no cost and simplifies the otherwise intricate process of manually transferring data. It effectively moves designated sites along with their associated pages, metadata, images, and various web components. Alternatively, you may explore the use of a dedicated professional SharePoint migration tool for your migration needs.

For enhanced data loss prevention during migration, consider employing the Kernel Migration for SharePoint software. This application empowers you to select specific sites, sub-sites, or entire collections, providing a range of filters to exclude unnecessary data from the migration process. Moreover, it efficiently transfers lists and libraries while ensuring their protection and preserving all versions, ensuring seamless access to the most up-to-date information post-migration. With this software, the entire migration process becomes automated, alleviating concerns about data security.

Migrator for SharePoint software

Final Words

Efficient data organization is an essential task for every SharePoint administrator to guarantee a smooth SharePoint migration. This process minimizes potential risks and mitigates the likelihood of migration failures. To facilitate your migration, consider utilizing Kernel Migration for SharePoint—a user-friendly tool compatible with all SharePoint versions.

Kernel Migration for SharePoint