Intentional Migration Analyzing and Planning the Route Through Troubled Waters Light Main Slide 1 Intentional Migration

About Me Senior Solutions Architect for SkySync SharePoint Microsoft Certified Master since 2009 Migration Engineer for 15 years Directly involved in or architected the migration of over 2PB of content and almost a billion documents in that time, most of that in the last 18 months! Architect Light Main Slide Engineer 2 Intentional Migration

Analyzing and Planning Migration Setting Expectations Assessing the Data Understanding Business Use Analyzing Environments Determining Migration Approach Building the Migration Plan Identifying Migration Risks Dark Main Slide 3 Intentional Migration

Will my users be impacted ? Setting Expectations Light Main Slide Features Users Time/Cost Migration fidelity Will my users be impacted ? What every migration project owner wants to know: How long and how much! 4 Intentional Migration

Setting Expectations-Throughput Factors The Corpus Profile - More, smaller files will always take longer than fewer larger files. Given 100GB of data: 500KB Average Size = 209,715 files 10MB Average Size = 10,240 files Almost 200,000 more API calls to transfer 500KB average size! Bulk APIs help tremendously! Dark Column with Graph (L) Slide 5 Intentional Migration

Setting Expectations-Throughput Factors Rate Limiting – Usually at the source because bulk APIs typically don’t cover retrieval! Source Platform read performance – Easy to saturate! Must balance transfer performance with potential end user impact. Dark Main Slide SQL Server Performance – Migration is highly transactional! Need a very strong I/O subsystem in SQL Server. Network Performance – Legacy document retrieval, external binary storage and uploading to Azure/O365 are all affected by network performance. Cloud to cloud is always much faster than on-prem to cloud. 6 Intentional Migration

Assessing the Data Gathering Metrics Analyzing the Corpus Profile Total storage size for all content Total number of files Average Versions Count Average File Size Record only (list) data row count Analyzing the Corpus Profile Document counts by file type Document counts by business unit Existing Taxonomy and Topology Breakdown (SharePoint, Legacy or File Shares) Permissions, sharing and other collaboration details Records Management and Content Disposition policies Light 2-Column Slide 7 Intentional Migration

Understanding Business Use Collaboration Data. User Data MySites OneDrive for Business “U” Drive Personal or temporary collaboration SharePoint Team Site / Document Libraries Business Unit File Shares Legacy Platform Business Unit Storage Group level collaboration / declared records Light 2-Column Slide Transaction Data Often integrated with a business process or automation Often Long term archive / Rarely accessed 8 Intentional Migration

Analyzing Environments Source and Destination Platforms Disk I/O limitations API limitations / Rate Limiting Network / Internet Bandwidth Server / Service resources available (affecting end users) Marketing Development Practice Anlisis Migration Resources Network / Internet Bandwidth Scalable machine resources SQL Disk I/O Processing Server CPU / RAM Elasticity Ability to scale up/down resources based on migration project phase Light 2-Column Slide 9 Intentional Migration

Determining Migration Approach Grouped Waves/Phases Pros Easier change management for smaller groups Works well when business units operate in isolated collaboration Reduced impact on IT resources during cutover Cons Can be a significant impact to collaboration across business units More phases require more spin-up/spin-down operations resulting in higher cost Much slower overall cutover process can lead to increased cost while operating on (2) platforms Dark Column with Graph (L) Slide 10 Intentional Migration

Determining Migration Approach Big Bang Pros Much smoother cutover when collaboration is high (allows entire organization to operate on a single platform at all times) A single phase requires just a single spin-up/spin-down operations resulting in lower migration cost Much faster overall cutover process can lead to reduced cost because the old platform is deprecated quickly Cons Change management happens for the entire organization at once Can result in significant impact IT resources during cutover Can require significant hardware resources to process rapid cutover of large data volume Light Main Slide 11 Intentional Migration

Analyzing Environments The migration plan defines all of the processes, timing, resources, and resource configuration necessary to execute the migration. At a minimum, it should include: The migration approach and, if necessary, the wave/phase order Testing and tuning processes Execution management processes Exception remediation plan Change management plan Project timeline for all of the above. Light 2-Column Slide 12 Intentional Migration

Identifying Migration Risks Watch out for these “gotchas” when planning a migration: Collaboration interruption (particularly with a phased/wave approach) Ways to minimize cutover duration How to handle externally shared content Automated processing dependencies Communication and Acceptance criteria Defining Success with the “Am I done yet?” question when content is constantly changing Dark Main Slide 13 Intentional Migration

Microsoft Ignite 2018 Top 10 List of things I learned at Ignite #10 – Password protected external sharing links were announced #9 – No ability to download or copy content from password protected sharing link files #8 – Nobody has yet figured out how to prevent someone from taking a picture (Vampire mode) #7 – File comments are finally coming to SharePoint #6 – OneDrive will soon expose full SharePoint libraries with metadata #5 – Known Folders (Documents, Desktop, etc.) can be added to OneDrive Sync #4 – Known Folders can be manually activated on existing machines #3 – Known Folder inclusions can be forced with a group policy! #2 – Content sync’d up to OneDrive are scanned and marked with appropriate security policy #1 – It’s really hard to learn new things at Ignite when you are stuck in full time booth duty! Light Main Slide 11 Intentional Migration

Q & A ? Russ Houberg 314.403.2250 rhouberg@skysync.com Sr. Solutions Architect for SkySync ? 314.403.2250 rhouberg@skysync.com Light 2-Column Slide 15 Intentional Migration 14 Hybrid Content Management

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