Xillio regularly works with organizations that need to migrate multiple content repositories into a single Microsoft 365 solution to reduce complexity for their business users and simplify maintenance and compliance. Each repository typically has unique metadata, security & records management rules and millions of documents, many of which contain sensitive information. These are our 4 steps to approaching these projects.
The Xillio migration software provides connectors to each repository in the migration project, which we use to iteratively refine the migration approach as we work with the users to understand how the metadata and security rules need to be translated into their new unified repository.
Content from each of the repositories is extracted directly from the source repositories and stored in our unified content model, where we can review the data from each system and generate insights to help plan the migration work.
This initial extraction includes all metadata, security rules, file locations, and, in some cases, details of the individual binary files.
During Transform, we look at the rules required to map the existing metadata into a single unified data model in the new Microsoft 365 platform. Working with business users and analysts to create a series of transformations that map all of the required metadata to the new platform.
At this point, we can also identify duplicate files, update lookup and reference data, spot files that should have been deleted, and make decisions on when and how we should migrate specific files.
During the Load process, we migrate the transformed content & metadata into the new system. As this typically involves millions of documents, this takes time to complete. Usually, we run the Loads overnight and through weekends to make sure we don't overload the legacy solutions and impact the business users.