Top 10 Tips: For a Successful Lotus Notes to Google Apps Migration

IBM Domino / Lotus Notes became popular in the 1990’s and beyond, not least due to its collaborative capabilities and the ability to develop apps relatively quickly allowing end users a view of business critical data. These abilities have now been surpassed by Google Apps in the new mobile “always connected” world. Having migrated over 3 million people to Google Apps, Cloud Technology Solutions have learnt a few things along the way, below are our top ten tips for a smooth and successful migration from Lotus Notes to Google Apps for Work.

1. Document current environment

Create an inventory of the current infrastructure and technical architecture. This helps understand the network architecture, internet egress points, and mail flow.

2. Define interim and final architecture

Define the infrastructure used during each phase of the project. i.e. dual-delivery during evaluation and testing, split-delivery during early adopters, etc.

3. Define what data is to be migrated

Define the migration strategy for mail, calendar, contacts and tasks. Will all mail be migrated or just enough for users to be productive? Will older emails be migrated to Google Vault? CloudMigrator can migrate archive messages from NSF files directly to Vault.

4. Define mobile strategy

Moving to Google Apps gives you the opportunity to re-evaluate your use of mobile devices; do you want to enable a bring your own device (BYOD) approach?

5. Cleanup your Notes data and directory

You don’t want to migrate a mess from one system to another so take this opportunity to tidy up your directory, groups and distribution lists. Encourage users to tidy up their mailboxes too.

6. Prepare migration environment

CloudMigrator does not need to be installed on your Notes/Domino server and runs on a Windows PC or server instead to avoid disruption to your production environment. Multiple migration machines can be run in parallel to increase throughput. Each PC will need the Notes client installed with access to the administrative ID file.

7. Prepare the Google Apps environment

CloudMigrator can create user accounts in Google Apps on the fly as it migrates data, but we usually recommend creating the accounts first while setting up the environment and applying all the security and policy settings.

8. Migrate data

CloudMigrator provides many options including the ability to define the date-range to migrate, this allows a bulk migration to be performed at any time, while a delta migration can be run just before go-live to ensure users have the most current data available on day one. This flexibility also means that the data migration does not need to be on the critical path of the project, as data can be migrated at any time either before or after go-live.

9. Inform staff and provide training

The difference between a good transition and a great one is often due to how well prepared the users are. Making users aware of the changes they will experience and keeping them informed of progress helps them to feel part of the project and enthusiastic about “Going Google” rather than resenting change.

10. Go Live!

One change to your MX records, your mail will be directed to Google Apps and you’re live. Don’t forget to celebrate. A good partner should provide transition support while you settle in and then ongoing Customer Success Services.

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