SharePoint Migration Checklist
This requires strategy, planning, communication, technical knowledge, troubleshooting skills, great execution and sometimes a bit of luck. They say in life, moving is one of the most stressful experiences anyone can go through. SharePoint Migrations definitely fall into that category if not managed and handled well. The SharePoint A Team have been hard at work creating the most comprehensive SharePoint Migration Checklist for anyone’s migration project.
Automated Tools Guide for the SharePoint Migration Checklist.
|Metalogix Control Point / Content Matrix||PowerShell|
|Establish an Inventory||Yes||Yes||Possible|
|Remove Orphan Users||Yes||Yes||Yes|
|Identify Influential Users||Yes||Yes||No|
|Clean-up Unused SharePoint Groups||Yes||Yes||No|
|Find Inactive Users||Yes||Yes||No|
|Scrubbing your SharePoint Content||Yes||Yes||No|
|Breakup Large Site Collections||Yes||Yes||No|
|Manage Content Database Sizes||Yes||Yes||Yes|
|Find Large Sites (And Promote to Site Collections)||Yes||Yes||No|
|Find Small Site Collections (Demote to Subsites)||Yes||Yes||No|
|Identify and Manage Large Lists||Yes||Yes||Yes|
|Clean up Content||Yes||Yes||No|
|Remove Duplicate Files||Yes||Yes||Possible|
|Archive the Audit log||Yes||Yes||No|
|Are Content Types Being Used||Yes||Yes||No|
|Custom Solutions and Web Parts||Yes||Yes||Yes|
Establish an Inventory
- SharePoint Farm Server Topology
- Web Applications
- Site Collections
- List and Libraries
- Custom Solutions
- Content Types
- Site Columns
- User Alerts
- Retention Policies
- Users and Groups used
- Large lists or libraries
- All files that have a dependency to another file using a URL
- Blocked File Types
- Email Enabled Lists
- InfoPath Forms
- Custom Master Pages and Page Layouts
- Information Rights Management
Including influential users in the planning and implementation stages of the migration can prove very beneficial. Users can provide both “on-the-ground” feedback during the migration and communicate their SharePoint requirements and expectations. Along with Metalogix and Sharegate tools check out SharePoint vitals to see how you can identify the most influential users in SharePoint.
An often overlooked area of the cleanup process is removing orphan users. Orphans are users who no longer have a linking AD account. Orphan users may also have active SharePoint alerts or My Sites. While orphan users can no longer access the content, any legacy alerts and notifications can impact SharePoint’s hardware resources. Cleaning out orphans before the migration will help teams gain back resources and better predict SharePoint user growth.
On creation of new site collections the default SharePoint Groups (owners, contributors, etc.) are also made. These groups are rarely used. Migrating these unused groups can be costly and delay the migration. Removing unused groups will save time and strengthen security.
Users who have failed to adopt SharePoint before can give useful insight as to why. This is an opportunity to address those concerns and rectify them in the new platform.
As part of a migration plan, you might decide to reorganize your sites and promote some of them to site collections based on their size. All sites above 100 GB might be candidates for promotion to Site Collection.
Microsoft has documented best practices for the size of Site Collections that should be followed.
- Build source SharePoint Farm
- Map your destination’s architecture
- Optimize your new SharePoint Servers’ performance [At the install]
- Configure all Web Applications
- Check desired authentication and authorization rules
- Backup the new SharePoint environment (Fall back if all goes wrong)
- Configure your new Search Topology.
- Deploy all 3rd party and custom solutions
- Update Content Hub
- Import Termset and Metadata
- Set SharePoint up to import user profiles from any specific sources. (Only for SP2010 and 2013)
- Look at your customizations
- If required, convert them to work in the new model/destination (see appendix)
- Backup the migrating environment
- Restore the migrating environment to the new environment
- Check the databases for corrupt data
- If any corrupt data: delete it.
- Run a Test Migration
- Inform users before the migration
- Downtime planned during the migration
- The reason for the change and the value for them (New Features and Scenarios)
- Possible changes in the environments
- URL changes
- Document References (Excel macros, etc)
- New look and feel
- Estimated timeline for the migration
- Create sandbox sites for hands-on previews for users to test out new features and experience the new look and feel
Run the migration and deal with issues as they arise, making notes is essential. It's even easier if you have the right tools.
- Complete or Stop running Workflows about to be migrated Migration scenarios
- If migrating from SharePoint 2013 On-Premises
- Switch source farm to read only during this communicated freeze period to avoid having to run too many incremental
- Perform database attach-upgrade to bring everything “as-is”
- Use a third-party tool such as Sharegate or Content Matrix to granularly migrate and restructure as you move
- If migrating from an earlier SharePoint version
- Use a third-party tool such as Sharegate or Content Matrix
- Or you could be the one person who does a double hop migration from 2010 to 2013 to 2016 with content database attach method. Please don’t be that person.
An important step to check the newly migrated content for any required fixes, before notifying the user base.
- Test your Destination Environment
- Ensure all migrated successfully
- Test/Run all workflows
- Check user permissions
- Setup DNS changes to point to new location and update GPO to load new Intranet
- Create a backup of your new environment
- Keep old SharePoint in Read Only for a month while users get to grips with the new environment. Remove DNS to the old SharePoint.
- Create Post Migration Issue list for users to update and track fixes.