Moving to the cloud and migrating e-mail in general.

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If you are in the progress of moving your IT services to the cloud – or just want know more about the activities involved in migration and getting co-existence to work with the focus on Notes e-mail, I want to share/recycle some information and experiences.

First – I can really recommend reading the articles by Marie L. Scott – they are very useful:

Chasing the Cloud, Part 1 – What Domino Administrators and Managers Need to Know

Chasing the Cloud, Part 2 — Plan and Prepare for Moving Your Domino Environment to the Cloud

Chasing the Cloud, Part 3 — Migrating Your Users and Data

As the articles above are really helpful, they give a comprehensive description of steps involved in moving to Cloud services, links to others sources of information and overall activities – my additions are a bit more detailed regarding activities and in the form of statements – can be used as a checklist in complement with “Chasing the Cloud”.

Co-existence

As migration will not move all Personal Information Manager tools overnight there is a period when users are using a mix of PIM services – maybe a very long time.

  • Plan for co-existence and for believable length of time.
    • Calendar, example
      • Free/Busy Time look-up.
    • Applications, example:
      • Determine how sending Notes links in e-mail should be handled/solved.

Network services and mail routing topology

  • Decide which mail system “owns” the Internet domain, i.e. how mail flow and e-mail addresses are affected.
  • Identify Firewall changes.
  • Identify DNS (MX) changes.
  • Identify AntiSPAM changes.
  • Identify AntiVirus changes.
  • Match current max mail size with changes.
  • Identify TLS and SSL certificates changes or supplementary.

Global Address lists in sync.

  • Identify existing directory integration – example LDAP look-up, directory Export/Import.
    • Match directory integration and risk of duplicate name entries.
      • Example a mobile condensed directory.
  • Decide how central distribution lists should be managed.

Need for migrating, synchronizing or integrate directories – there’s a really good Lotusphere presentation on Mary’s blog.

Workstation

Moving to a new mail solution requires some thought regarding the clients – example:

  • Study you default associations for different activities and how it will affect users, example:
    • Default action on Mailto:-links, calendar, contact/business cards activities etc.
    • Notes links (in mail).
  • Identify how authentication and authorization is affected. Example:
    • Passwords, policies
    • Single or Shared logon.
    • Changes in ID files.
    • Web authentication (used by Traveler – i.e. maybe need to update passwords on devices).

Mobile service

  • Identify how the existing mobile service will be affected, example:
    • BES
    • Traveler

Personal Address Book

  • Decide the overall plan, example
    • User initiated migration – example addresses not synced to iNotes.
    • If Notes client still be used, i.e. for Notes apps – what about the addresses after the migration, need to eliminate risk of confusion.
  • Is it good or not to migrate personal distribution lists.

Delegated rights

  • Is delegated rights on mailboxes/calendars really supported in the migration, most likely not – at least inform about this.

Personal e-mail

  • Size of mail boxes, matching new mail system – been too generous maybe.
    • Quotas/Warnings.
  • Encrypted mail (must be user-migrated).
  • Mail archives.
  • What is the plan with the migrated mail files.
    • OK to send mail from (is the sender/reply address OK)?
  • What happens to different forms, if they are used?
  • Identify if reply on old letters from the new mail system is a problem.
  • Is read/unread status migrated.
  • Status (icon) on “replayed” letters – probably not migrated.
  • Follow up flags.
  • And find out if there are issues with Rich Text/Plain text migration.

Team mail boxes

  • Identify the usage of Team mail boxes and what service the new mail system offers.
    • Functionality as the existing solution – example today you are using OpenNTF TeamBox.

Meeting invitations

Calendar services is most likely to give you the most headaches, especially regarding rooms and resources reservation, i.e. offer a complete service of reserving you physical conference rooms correctly across the different calendar systems. Other items to study:

  • Identify how participants in meetings are handled.
    • And events not yet responded to.
    • Updates
    • Repeated meetings.
    • Rooms and Resources.

Tasks/To-do

  • Delegation.

Personal Journal

OOO

  • What happens with users and Out of Office turned on?

Language

  • Are several languages supported – will they be in the new system.
    • Study how the migration/on-boarding tool(s) supports languages

Tools in personal e-mail

  • What happens to the rules in the mailbox?
  • Stationary.

Features/applications that send email

Overall Plan. Is the inventory of systems that has e-mail integrated known?

  • Sends email and text-only.
  • Sends e-mail with Lotus Notes links.
  • Sends forms.
  • Receives e-mail, example
    • Team boxes.

Focus above is e-mail, it’s still a work horse – due to the robust transport – and therefore critical for the business, still.

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