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  • Mail Migration: Not All Migrations are the Same!
    29 April 2015
    2:11 PM

    Category:Cloud Services; Infrastructure and Messaging
    Post By:Paul Johnson

    In my blog from last week, I discussed what a mail migration is and why companies might need to migrate all of their mail data. Now that we both know what a mail migration is, today I want to go over how all migrations are different and some things to consider when prepping for each migration. All migrations are not the same.  I have completed more than 40 migrations and none of which have been identical.  Factors such as the number of users, mailbox size limitations, or the lack thereof, can present intricacies that will impact the overall migration project time, resources needed to migrate mail and even infrastructure requirements.  I have listed two scenarios below that represent two different types of migrations – let’s take a look!

    Scenario #1

    Take the scenario of a large accounting firm. This particular firm has low email traffic and a high need for security.  Clients will email Social Security information, tax information, banking and credit card info, as well as expenditures.  Although the firm has less than 50 employees, each email can contain a large attachment, such as: photo images of receipts and contracts that could be stored for an indefinite amount of time.  The company currently uses GroupWise as its mail carrier.

    Scenario #2

    Take scenario number two.  There is a company located in North Georgia whose sole purpose is to answer customer complaint inquiries for several fast food franchises in the southeast.  The company’s 211 employees receive customer emails and simply choose amongst a list of canned responses to answer these complaints; and from there, they then forward the email to the proper department for further follow-up.  The company has a high need for metrics but very little security and storage.  This company uses a small Exchange 2003 server to handle its mail needs.

    The more time you invest in properly planning your project, the more likely you will be to increase your chances of success.  This is even true with migrations.  In the 2 random scenarios above, each migration is extremely different. In fact, the only similarity is that both have a desire to move mail.  The table below will display how the 2 scenarios differ from one another:

     Scenario #1Scenario #2
    Number of Employees50200+
    Mail TrafficLowHigh
    SecurityHigh Low
    Migration Tool3rd Party such as BitTitan or QuestExchange IMAP​

    The assumption that Scenario #2 can be migrated the same way that Scenario #1 can, will cause a migration project to be grossly underestimated and, in most cases, cause the project to fail.​ It's important to always treat each mail migration differently and take into account the different needs and obstacles that you will face when completing the migration.  Stayed tuned next week for the final piece of this blog where I will disucss some of B2B Tech's systematic approaches to mail migration and provide several third-party, migration tools that are very helpful.

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