1. Intentional Migration
Analyzing and Planning the Route Through Troubled Waters
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Intentional Migration

2. 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
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Engineer 2
Intentional Migration

3. Analyzing and Planning Migration
Setting Expectations
Assessing the Data
Understanding Business Use Analyzing Environments
Determining Migration Approach
Building the Migration Plan
Identifying Migration Risks
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4. Will my users be impacted ?
Setting Expectations
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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

5. 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!
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Intentional Migration

6. 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.
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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

7. 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
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8. 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
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Transaction Data
Often integrated with a business process or automation
Often Long term archive / Rarely accessed 8
Intentional Migration

9. 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
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10. 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
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Intentional Migration

11. 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
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12. 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.
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13. 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
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14. 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!
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15. Q & A ? Russ Houberg 314.403.2250 rhouberg@skysync.com
Sr. Solutions Architect for SkySync ?
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Hybrid Content Management

16. Session Feedback
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19. THANK YOU !
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Hybrid Content Management