Lotus Notes to SharePoint Blog

Blog about Dell's Notes Migrator to SharePoint tool and other things related to Lotus Notes migration projects

Checklist for planning the migration of a Notes Database

Before migrating a Notes database to SharePoint, there are a variety of details to gather and choices to make. Thinking through the items on this checklist will help ensure a smooth migration process with minimal surprises.

Source database details

  • Source type (Notes, QuickPlace, QuickR, Domino.Doc)
  • Source name
  • Notes template used (if any)
    • Level of customization from template
  • Domino server & path (closest replica to migration team)
  • Special Notes identity required to access database (if any)
  • Public keys needed to decrypt documents (if any)
  • Approximate number of Notes documents to be migrated
  • Approximate size of Notes content to be migrated
  • Desired priority of migration
  • Desired phase/group of migration (intended to capture clusters of databases that should logically be migrated together)
  • Documents that should / should not be migrated
  • Unique “document types” to be migrated (this usually correlates to distinct Notes forms that back existing data documents)
  • Design Details that will need to be accounted for
    • Forms
    • Workflow
    • External Connectivity
  • Third Party validation/security auditing
    • PCI Compliance
    • FDA Compliance
    • HIPA
  • Security and permissions that will need to be maintained and updated
  • Archiving of data
    • Date Range
    • Data Type

Target Site Details

  • SharePoint site URL
  • Account to be used or provisioning and content migration
  • New or existing site?
    • Template to use for provisioning site (may be custom developed)
    • Site provisioning details – parent site, inherit permissions
    • Provision site security (user permissions, group permissions, roles)?
    • Are specific content databases required?
  • Source of identity mapping information
    • Users
    • Groups
  • Out-of-box SharePoint features to enable/leverage
  • Do file size limits and blocked file types need to be changed from the defaults
  • Site Columns in use
  • Content Types created
  • Workflow type and creation
  • Search and Indexing

Target List/Library (specify for each document type if appropriate)

  • Target list or library name (Naming schemes in use)
  • New or existing list?
    • Template to use for provisioning list (may be custom developed)
    • Add to Quick Launch
  • Provision list/library security (user permissions, group permissions, roles)?
  • Allow tool to upgrade existing schemas if needed?
  • Desired folder structure within list or library
  • Map created/modified identities/dates
    • Behavior if user mapping fails (fail or substitute default user)
  • Out-of-box SharePoint features to enable/leverage
  • Third Party solutions (templates, web parts, etc.) in use or available

Mapping details (specify for each document type if appropriate)

  • Content Type for migrated documents (if any)
  • Target document format
    • List Items
    • Extracted binary file attachments only
    • Generate InfoPath docs (which template; target Forms Server)
    • Generate Word 2007 docs (which template)
    • Generate Adobe Acrobat (PDF) documents
    • Generate Web Part pages (which template)
    • Generate Content pages – Publishing pages, Basic pages, Wiki pages
    • Generate HTML files
    • Generate MIME files
  • Use separate library/folder for attachments, images, embedded objects?
  • Field mappings
    • Source data item/column names and types
    • Data transform required (example: translation of keyword values)
    • Target data column names and types
    • Using Lookup columns?
    • Using Managed Metadata columns?
  • Migration options
    • Map document level security (readers / writers)?
    • Convert DocLinks to dynamic links (i.e. use the Link Tracking Service)?
    • Map discussion/response hierarchies
    • Map calendar logic (repeating meetings)
    • Map approval status / workflow state? (How expressed in Notes app?)
    • Map version histories (How expressed in Notes app?)
    • Map data in date ranges
    • Render with form (archive only)

 

NOTE: Two important items were not covered in the above checklist:

  • Development work that may be needed in SharePoint Designer, InfoPath, Visual Studio to reproduce the custom logic you had in Notes.
  • The opportunity to reduce your migration effort by consolidating similar application designs, reusing custom development work, and automating large scale migrations.

Both of these topics are discussed in detail in the Quest white paper “Migrating Lotus Notes Applications to Microsoft SharePoint: Understanding Application Complexity and the Value of Consolidation and Automation” which may be download from http://www.quest.com/documents/landing.aspx?id=9746.

Comments are closed.