Tuesday, May 15, 2012

Office365 Migration Series: Email Migration

Part 1: No Email Data Will Be Migrated from GroupWise to Office365

The intent of this post is to provide additional points of consideration and to surface alternative views on decision factors to provoke open discussions as it pertains to the migration strategy being considered as part of or in consideration of a potential migration to Office365.

This being said, no option is right or wrong but each choice has a varying degree of risk and accompanying consequences. The choices made by companies vary based on the organization’s risk tolerance and historical experience with oversight and governance requirements, litigation frequency and the overall experience with the ediscovery process.

Market: I have seen these type of approaches taken by organizations that have aggressive email or short email retention or conversely short email destruction cycles in alignment with their policy. As the production environment does not house much data, running the “as-is” and “to-be” email systems for a period matching the retention schedule so the end result is two mirrored email data environments does achieve the desired results.

Challenge: This approach may seem simple but is not without its drawbacks, which includes end-user productivity loss, opportunity cost of higher margin activities foregone during transition, higher support cost during the initial period of transition, and potential impact on end-user project buy in as a result of this experience.

Example of productivity loss:
·       One hour lost per employee during this period referencing to two email systems, accessing personal archives from GroupWise, and archiving data in GroupWise due to fears of losing it in the future all while trying to learn a new system and worflow
·       (1hr * 2,000 employees) * average hourly wage
·       2,000 man hours * $25 = $50,000 Indirect Costs

Best Practice: During migrations organizations only push email into the new messaging system that in required to limit the end-user impact. The age of emails migrated varies but 60 to 90 days is a fairly common practice but that range extends up to one year depending on the type of company, industry, and organizations sensitivity to end-user impact. Once that decision is made, most organization demand that the categorization or the cabinet structure also be migrated so users find their emails where they expect as well as to reduce end-user impact and workflow disruption.

Key Questions to Ask

1.     How much productive employee time will be impacted during this period as a result of this approach?

2.     Is there 2,000+ man-hours that could have been directed to higher margin activities or projects rather than email administration?

3.     Do you have the resources to address the potential increase in support calls to help employees through the initial transition period?

4.     Have you evaluated or determined staff augmentation options?

5.     Have you determined the support staff and end-user training costs for this approach?

Other parts of the series:

Part 1: No Email Data Will Be Migrated from GroupWise to Office365

1 comment:

  1. I think you should try any third party conversion tool, here is a tool to easily covert GroupWise to Office365. Please read more here in deep : http://exchangeserver.tumblr.com/post/33421893462/how-to-move-novell-groupwise-and-microsoft-office-365