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The SharePoint Online Migration ChroniclesA Journey from 2007 to SPO

SharePoint Saturday Bend

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Your Presenter• Fernando R. Melo• Senior SharePoint Consultant CSGPRO• 14 Years System Engineering• 8 Years SharePoint Admin/Architect• Trainer SPAdmin SP PowerUser• SharePointDojo.wordpress.com

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CSG Pro is headquartered in Portland, Oregon, and also maintains a presence in Boise, Idaho. With over twenty years of history in portals & collaboration, analytics and application development, our commitment to excellence to our clients in the Pacific Northwest, and throughout the country remains steadfast. CSG is one of a small number of Managed Gold Certified Partners in this region. This distinguishes us in the Microsoft partner community.

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About CSG Pro

www.csgpro.com | info@csgpro.com | (503) 292-0859

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Agenda• Let’s talk a bit about SharePoint• Why the cloud?• The road to the cloud.– Real world scenario– How to get to the cloud– Lessons learned

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Why are you listening to me?

• Find that recipe for successful SharePoint migration and as a bonus side effect, cleanup.

• Avoid hidden pitfalls.• Embrace the cloud.

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What’s in it for you?• Save money• Save Time• Sanity• Save Unicorns – if you believe in such

things.

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What is SharePoint?• Not a file share, but better.• It’s a Framework/platform/intranet/website.• It’s Search• It centralizes information• It’s workflow automation• It’s social too.

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SharePoint is HUGE!• You know why SharePoint is so huge? – It brings order to chaos (most of the

time). –When it becomes unruly, it is still in a

box.– It is the ultimate tool of possible

efficiencies.

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Common SharePoint Complaints

• SharePoint is too big to migrate• Growth is out of control• Our SharePoint guru left to be a consultant and

is making tons of money at it.• It’s too expensive• It’s working just fine• We don’t have the man hours• It’s end of the month accounting close

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The cloud is here and it is here to stay

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Why SharePoint Online?• Simplified Deployment

– Allocate resources towards driving business value rather than maintaining infrastructure

• Predictability– Easier to forecast cost of platform

• Faster Updates– SharePoint Online updated before on-premises– 90 day release cycles

• Integration– Exchange, Lync, Project, Dynamics

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More Why…• Agility

– Faster solution delivery.– Faster response to change in business demand and direction.– Transparent scalability

• Focus– Less underlying IT infrastructure– IT resource redeployment

• Focus on new applications• Tackle the “next ten projects”• Line of Business enablement

• Economics– Lower delivery costs

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SharePoint Online Concerns• Lack of Control

– Cannot deploy full-trust solutions– Cannot opt-out of updates

• Lack of Flexibility– Not all features are available– Less control of Web Applications and Site Collections

• Regulations– Compliance, data sovereignty

• Data Loss– No access to data without connection

• Migration

– Cost of migrating customization– Integration with LOB systems

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Boundaries

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What you can’t do• No access to ULS logs or backend• Can’t troubleshoot. • Updates could cause erratic behavior

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The Scenario• 2000+ Employee Fortune 500 company• Regionally dispersed• SP 2007 w/ SP1on 7 year old HP servers• 2 400 gb content databases• SQL backups nightly• Fab 40 templates• Custom code on web pages• Item level security• Broken inheritance everywhere• Custom and OOB workflows• No limits on versions

– 1 document had 247 versions

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5 Most Common SP Migration Headaches

• Failure to Define policies and procedures• Not using security best practices• Failure to audit • Not monitoring security settings• Not giving Admins and users proper

permissions

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SharePoint Online Golden Nuggets

• Storage– 10 gb per user uploads– 500 mb per enterprise user– 5 tb per company

• Site Collection Quotas– 100 gb

• My Site Storage Allocation– 500 mb

• Site Collections per Tenant– 300 SC

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Traditional Thinking

Migrate Archive Delete

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Action Oriented

Delete Archive Migrate

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Redirect IIS• Use Redirect Web Part from CodePlex– Support regular expressions

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The Dreaded 5000 item Limit

• It is a hard limit• Error message• Filters and Views

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Bandwidth• The migration process if bandwidth

intensive. • We found that on average it took a 5

days to migrate 60 gb of data

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Large Files and Versions• Large files with lots of versions will be a

considerable bottleneck• In most cases you do not need 47

versions of the file.• Setup a maximum number of versions– Microsoft recommends 3.– I recommend 5 depending on the type of file

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Information Policies• One of the least used features in

SharePoint.• Consider using them to set content

expiration, archiving or even deleting files automatically based a set of criteria.

• Document retention can be challenging, but not doing anything at all invites chaos.

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Workflows• Workflow history– Will dissociate from tasks after 60 days– 5000 item limit in full effect– No way to throttle

• Microsoft did not intend workflow history to be an audit trail

• Use Audit log events

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Solutions• Create Filtered Views• Enable and Use metadata navigation– After metadata navigation is enabled, the

list's contents will become available. (KB 2759051) We recommended that you then reduce the list's contents to less than 5,000 items.

• Indexed columns

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What to do about workflow history?

• Pray compliance doesn’t check• Create permanent auditable workflow history

trails using SharePoint lists and or InfoPath• Use a custom workflow using SharePoint

Designer to copy items from the above step• Enable Auditing Reports• There is an export to excel feature you can

use, but it is pretty messy

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Production Environment Considerations

• Migrating causes an impact to Production Farm

• Copying database object requires memory

• Use a dev environment instead

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The tools• Metavis Migrator• ShareGate• Metalogics• Doc Ave

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MetaVis Migrator• Simple tree view interface• Right click copy and paste sites,

libraries and items to new location• Does not need to be installed on the

SP Server• Amazing customer support

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Issues Encountered• Will migrate SP 2007 pages and add them to

the root of the site.• Workflows are an issue for all tools. • Custom code not supported• Make sure you know what you want to

migrate. Only migrate what you need• Migrate Site and Site Permissions first, then

content

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Lessons Learned• Focus on users• Governance needs to be a priority• Clarify Security• Implement Information Management

Policies to avoid data hoarding.

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Thank You!Questions/Comments