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Server to Sharepoint–Data Migration Strategy

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Sharepoint Migration

An Introduction

For those businesses that have decided to move to Sharepoint but have not yet done so, it’s a good idea to take a moment to consider the steps required to achieve the goal. This might be a simple “lift and shift” as we say in the industry but almost always, the task is much more nuanced than that and requires a more finessed approach.

Read below for a flavour of what goes on behind the scenes of a commercial data migration.

Sharepoint Migration

An Outline Plan

Migrating data from an on-premises server to SharePoint Online is a structured process which seeks to ensure ensures all files, folders, and permissions are securely transferred while minimising downtime and disruption. The process typically involves the following steps:

1. Assessment & Planning

Before moving any data, Nemark will conduct a detailed audit of the existing server shares, identifying:

  • The volume of data to be migrated
  • File structures and access permissions
  • Duplicate, obsolete, or unnecessary files
  • Compliance and security requirements

A clear migration plan is then created, specifying timelines, user access levels, and contingency plans in case of unexpected issues.

2. Preparing the Data

Once the assessment is complete, the data is cleaned and organised to ensure only relevant, structured information is moved. This may involve:

  • Removing redundant or outdated files
  • Standardising file naming conventions
  • Setting up the correct permissions in SharePoint
3. Choosing the Right Migration Method

The method of migration depends on the size and complexity of the data. Common approaches include:

  • Manual Upload – Suitable for small amounts of data, using SharePoint’s drag-and-drop functionality.
  • SharePoint Migration Tool (SPMT) – A Microsoft tool designed for securely moving larger datasets.
  • Third-Party Migration Tools – For complex migrations requiring additional features such as incremental sync or automation.
  • Hybrid Migration – Moving data in stages to allow users to gradually adapt to SharePoint.
4. Transferring the Data

Data is then transferred securely to SharePoint Online, ensuring all folders and files are replicated with their correct permissions. This is done in a way that minimises downtime, often outside of business hours to reduce disruption.

5. Testing & Validation

Once the data is moved, Nemark:

  • Verifies that all files are accessible by only authorised staff, and that they are organised according to the planned structure
  • Ensures permissions are correctly applied
  • Tests integrations with existing applications (e.g., Microsoft Teams, OneDrive)
6. User Training & Adoption

To maximise the benefits of SharePoint, staff can be shown how to:

  • Navigate and access documents
  • Use features like version history and co-authoring
  • Share and manage permissions securely
7. Ongoing Monitoring & Support

Even after the migration, Nemark can provide Sharepoint Management and general IT support to address any issues, continually optimise performance, and help employees adjust to the new system.

Sharepoint Migration

Making the move

When you’re ready to embrace the power and features that Sharepoint has to offer, contact Nemark so that we can fully discuss your requirements and ensure that your Sharepoint Online experience is everything it should be!

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Sharepoint Migration

FAQs

  • I’m worried about data being lost in the move. How do you mitigate this?

    This is a good time to correct a common misconception; when we say “data move” we really mean “make it available in a different location first”. In other words, the data is not, in the first instance, moved but rather, it is copied. This means of course that the originals are still available as a fallback if required.

  • Is there a chance of our data getting attacked while it’s copied to Sharepoint Online?

    In the interests of being 100% truthful, it is possible but HUGELY unlikely; the data in transit is often safer than when it was at rest in the on-premises server! Why? Because it’s encrypted with enterprise-class cyphers meaning a hacker would truly have their work cut out to grab meaningful data from the upload.

  • Can we still work on our data while you migrate?

    We are sorry to use a cliché here but… “it depends”. Every case is different and some processes allow for an initial pass of the data before a differential pass (just copying new and changed files, reflecting deletions). In such cases yes, could continue working until changeover.

    In hybrid migrations, some user shares will be necessarily unavailable during migration but, not all at once. We can work with you on which shares should be moved, and when.

  • What do we do with the files on our server after migration?

    We can help with this if required. The short answer is usually nothing, for the first few weeks until all users report that they have everything they need. Thereafter, we can assist with data archiving / data removal / server disposal (if appropriate).

Have any further questions about Sharepoint Migration?

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What do our clients say?

Over the years, we have found Nemark to be a highly reliable IT support company, providing us with real solutions and excellent customer service. Their proactive approach has ensured we don’t suffer avoidable downtime. Professional, knowledgeable, and always responsive, I highly recommend Nemark for anyone looking for good quality IT support. Derek, Accountancy Firm in Leeds
Nemark’s engineers are the firm’s best feature – they have outstanding expertise and are very approachable. They are professional, knowledgeable, and always go the extra mile to resolve issues quickly and efficiently. Nemark’s team is truly exceptional! Tracey, Solicitors in Leeds
The transition to Nemark from our previous IT provider was incredibly smooth and well-planned. Their team handled everything efficiently, ensuring minimal disruption to our business. The onboarding process was seamless, and their friendly, proactive approach made the switch stress-free. I would highly recommend Nemark for their professionalism and of course, excellent IT support! Tony, Surveyors in Doncaster
Owen was fantastic in assisting with our delicate IT issue at work. He was professional, knowledgeable here, and in general is always quick to resolve any problems we face. His friendly and patient approach makes everything stress-free. Thanks to Owen, our systems are running smoothly—highly recommended! Sarah, Financial Investment Firm in Doncaster
Dan expertly planned and managed our email migration to the Microsoft 365 cloud system. The process was smooth, well-organised, and was carried out with hardly any disruption. His attention to detail and positive approach put all our minds at rest. If you need mail moved from one place to another, they don’t come better than Nemark. Tim, Consultancy Firm in Warrington
Shaun managed our server migration seamlessly, even from over 200 miles away. His meticulous planning resulted in a flawless transition with zero downtime! We would not have thought it possible. Everything was handled efficiently, and our systems remained fully operational throughout. Shaun was borderline amazing and we can’t recommend him highly enough. Ranjit, Solicitors in London

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