The move to Office 365 -- and SharePoint online -- is getting more attractive every day. The functionality is there, the price is just about right, so why not? If you are considering a move to the cloud-based version of SharePoint, there are a few things you should consider in your migration planning.
1. Don’t Migrate Your Mess
We’ve said this before when discussing upgrading from older versions of SharePoint or from file shares -- don’t do a straight migration. Chances are your content is not organized well, or tagged appropriately, so what’s the point moving it as is and having a big grey cloud? It doesn’t make sense.
What makes sense is to carefully plan what content you really need to move, how it’s going to be used and by whom. Once you’ve done that, then work on your SharePoint Information Architecture. Plan your content types, metadata and keywords. If you are going to make the move to the cloud, move only the content you need and migrate it right from the start.
2. Plan Your Security Strategy
It’s unlikely your content is wide open to everyone. You likely have team sites and project sites and open areas that everyone can access. You may have records management processes you need to put in place.
With Office 365 you have the ability to manage access to your site, manage roles and permissions, clearly identify the groups and roles you will need in your SharePoint Online environment and the permissions that need to be applied to each role. Next identify who from your organization will need access and to what groups and roles they must belong.
Once you have your security plan identified, you can set it up and then apply permissions and roles to content as it is migrated.
3. Governance Strategy
There are many elements to a governance strategy, but in this case we are looking at monitoring and ongoing maintenance. With any implementation of SharePoint you want to actively monitor its usage and ensure that users are following the proper processes.
You also want to be sure that the right permissions are applied and that as people move across, into and out of the organization that you are adjusting roles and permissions appropriately.