08 Apr

Why Choose SharePoint Migration? Types and Benefits Explained

Posted at 16:31h in Blog, Digital Transformation, SharePoint by Nirav Langhanoja 0 Comments

What is a SharePoint Migration?

A SharePoint migration is the process of moving data, documents, workflows, and permissions from an older version of SharePoint (like SharePoint 2010/ 2013/ 2016/ 2019) or a file server to SharePoint Online (Microsoft 365). It ensures businesses modernize their document management systems while maintaining security, compliance, and user accessibility.

For regulated industries (financial services, healthcare, manufacturing), migration must address:

✔ Data security (GDPR, HIPAA compliance)
✔ Minimal business disruption
✔ Preserving metadata & permissions
✔ User adoption challenges

With SharePoint migration services, companies like Star Knowledge ensure a smooth transition using Microsoft-certified best practices.

What Are the Types of SharePoint Migration?

Depending on your infrastructure, you may need one of these SharePoint migration types:

SharePoint On-Premises to SharePoint Online

Moves data from legacy SharePoint servers to Microsoft 365.

Best for businesses modernizing IT infrastructure.

File Share to SharePoint Online

Migrates documents from network drives (NAS/SMB) to SharePoint.

Improves remote access & collaboration.

Hybrid SharePoint Migration

Keeps some data on-premises while moving other files to the cloud.

Ideal for phased transitions in large enterprises.

Third-Party Cloud to SharePoint Online

Moves data from Box, Dropbox, or Google Drive to SharePoint.

Ensures compliance & centralized governance.

What Are the Benefits of SharePoint Migration?

Migrating to SharePoint Online offers key advantages:

✅ Enhanced Security & Compliance

Built-in DLP (Data Loss Prevention) and GDPR/HIPAA compliance.

Microsoft’s enterprise-grade encryption.

✅ Better Collaboration

Real-time co-authoring in Microsoft Teams & SharePoint integration.

Access files anywhere, on any device.

✅ Cost Savings

Eliminates on-prem server maintenance costs.

Pay-as-you-go Microsoft 365 licensing.

✅ AI & Automation

Microsoft Copilot for smart search & content suggestions.

Automated workflows with Power Platform.

✅ Scalability

No storage limits—scale as your business grows.

What Are the Steps in a SharePoint Migration?

A structured SharePoint content migration follows these steps:

1. Assessment & Planning

Audit existing data, permissions, and workflows.

Identify compliance risks (e.g., HIPAA-sensitive files).

2. Choose Migration Method

Decide between cutover, staged, or hybrid migration.

3. Prepare the Environment

Set up SharePoint Online sites, libraries, and security groups.

4. Run a Pilot Migration

Test with a small dataset to validate security & performance.

5. Execute Full Migration

Use SharePoint migration tools (Microsoft’s native tool or third-party).

6. Post-Migration Validation

Check permissions, metadata, and version history.

- Train users for smooth adoption.

How to Create a SharePoint Migration Plan

A solid SharePoint migration plan includes:

✔ Inventory of Data (What’s moving? What’s archived?)
✔ Risk Assessment (Compliance, downtime risks)
✔ Timeline & Phases (Pilot → Full migration)
✔ User Training & Support (Minimize disruption)

Example: A healthcare provider migrating patient records must:

Classify PHI (Protected Health Information).

Ensure HIPAA-compliant encryption during transfer.
Train staff on secure access post-migration.

Google Workspace to Office 365 Migration Made Easy

Learn how to migrate Google Workspace to Microsoft 365 with zero data loss and minimal downtime using this expert-approved strategy.

What Does the SharePoint Migration Tool Do?

Microsoft’s SharePoint Migration Tool (SPMT) helps:
🔹 Move files from SharePoint Server, file shares, or OneDrive.
🔹 Preserve metadata, versions, and permissions.
🔹 Supports batch migrations (good for large enterprises).

Limitation: Doesn’t handle custom workflows—requires manual reconfiguration.

What Permissions Are Required for SharePoint Migration?

Global Admin (Microsoft 365)

SharePoint Admin (to create sites/libraries)

Read/Write Access (source files)

For least-privilege security, use a dedicated migration account.

What Are the Limitations of SharePoint Migration?

⚠ Custom Workflows May Break (Require re-engineering)
⚠ Large Files (>15GB) Need Special Handling
⚠ Network Bandwidth Issues (For on-premises migrations)
⚠ User Resistance to Change (Training is critical)

Final Thoughts

A well-planned SharePoint Online data migration boosts security, collaboration, and efficiency—especially for financial, healthcare, and manufacturing firms.

Need expert help? Star Knowledge’s SharePoint migration services ensure:
✔ Zero data loss
✔ HIPAA/GDPR compliance
✔ 24/7 support

FAQs

Q1: How long does a SharePoint migration take?
A: 3–12 weeks, depending on data volume and complexity.

Q2: Can we migrate SharePoint without downtime?
A: Yes! Hybrid migrations allow phased transitions with no disruption.

📞 Contact us today for a free migration assessment!