Numerous organizations rely on legacy solutions for their Document Management Systems (DMS) to organize and manage their information. However, the shift towards more robust office productivity tools like Microsoft 365 has prompted many to embrace SharePoint Online, a proven content and collaboration platform, for their DMS needs.
For those considering migrating their legacy content to SharePoint Online, this blog offers valuable insights. We aim to share our experience in tackling the challenge of migrating content and offer our custom solution, aiming to assist organizations facing similar situations.
The Business Challenge: Transitioning Documents from Legacy Content to SharePoint
One of our clients grappled with migrating fifteen years' worth of data from Legacy to SharePoint. Unlike typical file migrations, this task had its complexities. While their files resided in a file share, the metadata sat scattered across various databases in SQL Server.
The Solution: Tailored Migration Scripts
Our strategy involved crafting a SQL Server query to meticulously sift through the SQL Server tables, extracting crucial document details such as metadata, document ID, versions, history, and more. We devised a script leveraging the initial SQL Server script. This script fetched files from the file share servers, incorporating metadata from the SQL query, and seamlessly uploaded them into the designated SharePoint site.
Advantages
The outcome was a precise migration of all the client's files, accompanied by a structured mapping for their metadata. This successful migration resulted in:
* Enhanced User Experience: SharePoint offers a more comprehensive user experience compared to Legacy, providing a unified space where files are integrated within the SharePoint portal and linked to Microsoft Teams.
* Preservation of Metadata: Our tailored migration scripts empowered the client to retain crucial metadata while transitioning to a modern and scalable solution.
We aspire that this insight aids anyone navigating the migration process from legacy DMS to SharePoint. Feel free to reach out if you require further assistance.
Reference - Migrating legacy document management systems to SharePoint (pa.com.au)
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