What is file migration?
File migration is the process of relocating all enterprise-level files and documents from old folders to new ones when an organization or team upgrades its systems.
Tools that assist in file migration often provide features for data encryption, backup assistance, and tracking migration histories on both a systemwide and file-specific level. The compatibility of file migration tools with source and destination platforms varies depending on the software. They may integrate with entire software classes, such as enterprise content management (ECM), or specific tools such as SharePoint or Office 365. Some file migration tools can also move company calendars, contact lists, and conversations to newly installed platforms. Successfully utilizing a file migration tool can save IT departments much time and stress associated with manual migration and offer benefits such as consolidation and reorganization of files.
Types of file migration
Depending on what file migration is used for or the industry a company is in, one of the following methods will be utilized.
- Cloud migration: This is the process by which data, applications, and other business elements are moved from on-premises storage systems to a cloud or from one cloud to another.
- Application migration: This refers to moving all data and files associated with a specific application program from one environment to another. This may entail a cloud migration or simply moving the application’s data to a new form of the application.
- Storage migration: This type of migration entails moving data off existing arrays into newer ones for various reasons, such as enabling other systems to access it, faster performance, and newer data management features (e.g., cloning, snapshots, backup, etc.)
Benefits of file migration
File migration can be done manually; however, using tools created for file migration saves time, enhances security, and provides organizational features.
- Data integrity: The tools transform the data into the correct formats to ensure that data integrity is retained.
- Reduced disruption: Utilizing these tools minimizes the disruption to daily business operations with little need for manual efforts.
- Consolidation and reorganization: The data transfer process allows businesses to update the organization of their files to better accommodate newer teams and processes.
Basic elements of file migration
The process of file migration can vary by use case, but a complete file migration process will typically include the following steps:
- Extract data: Files will be extracted from the old storage sources and prepped for transfer.
- Transform data: Files are then converted into the correct formats to ensure they’re compatible with the new storage sources.
- Load data: The new data is then loaded into the new storage source.
File migration best practices
To make the file migration process as efficient and seamless as possible, follow these best practices:
- Project management: A file migration process includes several steps and stakeholders, so it’s essential to have a dedicated project manager to ensure tasks are completed according to plan and timeline and all bottlenecks are addressed.
- Communications: Files relocated during large file migrations may affect many organization members because access to these files during this time may be limited. It’s important to communicate with those who will be impacted about what they should expect.
- Post-migration evaluation: After the migration process is complete, it’s important to evaluate the outcome to ensure all the tasks were done according to the plan and all the files are accessible with the correct data.
File migration vs. file conversion
File migration transfers files from one storage source to another, while file conversion is the process of converting files from one format to another. Often, file conversion is a necessary step in file migration to ensure that the files are in the correct format to be compatible with the new storage source.
Priya Patel
Priya is a Senior Research Analyst at G2 focusing on content management and design software. Priya leverages her background in market research to build subject matter expertise in the software space. Before moving back to Chicago in 2018, Priya lived in New Zealand for several years, where she studied at the University of Auckland and worked in consulting. In her free time, Priya enjoys being creative, whether it’s painting, cooking, or dancing.
