Many companies are quickly adopting SharePoint 2010. Yet an increasingly common obstacle to adoption is the migration from a legacy content management system. Properly planning the migration not only ensures business continuity but also boosts end user adoption of SharePoint 2010. Here are 5 steps for a successful legacy migration:
Content Inventory. Survey all areas of content and identify the type of content, properties or metadata of the content and the owner of the content. Review this content with the content owners or a central planning team. Why? We've found that up to 95% of the content on a legacy system is in fact obsolete. After the review, you will have a final checklist of all content to be migrated.
Functionality Inventory. Similar to the content inventory, the functionality of the legacy system should be itemized using brief functional descriptions and screenshots. In legacy systems such a Lotus Notes, the functionality can often be replaced with composite applications in SharePoint 2010 using managed metadata, content query web parts and custom list templates. Maintaining existing functionality is very important to end user satisfaction.
Authentication and authorization. Document where the legacy system stores the users and groups of users and how permissions are granted to them. Some legacy systems such as Vignette use proprietary databases to store user profiles; these can be migrated to a common database format and used in conjunction with forms-based authentication in SharePoint 2010.
Tool Selection. If there is too much content to be migrated manually, a third party tool can be used. AvePoint, MetaLogix and Quest are vendors that have tools that work with various legacy systems.
Ensure data consistency. Migrating content can take weeks, and many businesses cannot afford to turn off the legacy system during this time. This means that some of the content on the legacy system will have changed by the time the migration is complete. Fortunately, third party tools can re-sync the data differential after the migration, which takes only a day or two.
In addition to these 5 steps, we often find that migrations are a good opportunity to redesign the taxonomy. The taxonomy is the way that the content is classified, and we determine taxonomy by defining the characteristics of all content entities in the system. A content map is then used to map content from the legacy system to SharePoint 2010.
Following these steps will allow your company to leverage the features of SharePoint 2010 while ensuring that the useful components of your legacy system are preserved.
Have questions about SharePoint 2010 or migrating from a legacy system? Contact Brad Kazmer, our SharePoint Practice Leader at B2B Technologies, at firstname.lastname@example.org