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Best Practices for Managing Archive Migrations


Many IT organizations are faced with shrinking or static IT budgets while their legacy archives continue to be expensive to maintain, difficult or impossible to upgrade, and falling short of needed functionality. New data responsibilities have arisen that many legacy systems are not capable of addressing, including retention laws, increasing security/privacy requirements, and more inclusive eDiscovery responsibilities and expectations. Over the years, organizations have tended to address these problems with short-term fixes. This strategy has produced numerous siloed data repositories spread across the enterprise that are not compatible with other systems, causing reduced productivity, higher costs, ineffective information management and increased risks.

To address these mounting problems, many organizations are now planning infrastructure upgrades. These upgrades drive the need to migrate huge amounts of data, a project many IT organizations are currently facing. In fact, IDC reported that at the end of 2013, 60% of large enterprise IT projects consisted of data migrations. Though necessary, data migration projects are notoriously difficult, time-consuming and costly when things go wrong.

The three biggest concerns organizations face during data migrations are:

  • The risk of downtime or extended downtime with the ensuing impact to the business.
  • The migration process itself and its impact on people and resources.
  • Large budget overruns of the migration project.

Keys to a successful archive migration project include creating the most appropriate migration strategy and detailed migration plan, fully understanding the capabilities and limitations of the current legacy archive, choosing the best migration software to match operational and legal requirements, and communicating with affected employees regularly.


This white paper discusses a variety of challenges around migrating legacy archives and also offers a selection of choices and recommendations for improving the archive migration process. The paper also provides a brief overview of its sponsors – Archive360, GWAVA, OpenText, QUADROTech, Smarsh and TransVault – and their relevant solutions.

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