SharePoint Online Migration with Metadata — Preserve Metadata During Migration
SharePoint Online Migration with Metadata is a service for organizations migrating files and folders from a file server or a third-party service such as Box, Dropbox, Google Drive, or OneDrive for Business to SharePoint Online while saving metadata.
What this engagement is
Managed Metadata is a hierarchical collection of centrally managed terms that can be defined and used as attributes for items in Microsoft SharePoint, and it can be preserved during migration. This service migrates files and folders from your file server or a third-party service — Google Drive, Box, Dropbox, or OneDrive for Business — to SharePoint Online while saving metadata. IT Partner checks content for SharePoint Online compatibility, helps define the library structure and document classification, migrates the content, and verifies the result. If you only need a straight file copy without metadata, see the SharePoint Online - Migration from File Share As-Is service instead. The plan may vary depending on your needs.
Success criteria
What you receive
How the work unfolds
Confirm migration objectives, the source system, content scope, metadata and classification requirements, points of contact, and the project schedule.
Review the source environment for migration readiness, including access, content volume, folder structure, metadata in use, and file compatibility with SharePoint Online.
Begin migrating files and folders to the agreed SharePoint Online libraries with metadata preserved, after classification and structuring are defined.
Review migration results, validate representative files, folders, and metadata in SharePoint Online, and identify items that need remediation.
Run the final migration pass to capture remaining and changed content, and confirm the destination libraries are complete.
Perform post-migration tasks, resolve outstanding exceptions within scope, and prepare the project closeout report.
Prerequisites
Who does what
IT Partner
- Check files and folders for compatibility with SharePoint Online and help fix any errors.
- Identify what structure to use in your future SharePoint libraries and how to best classify your documents.
- Start migration with metadata after classification and structuring.
- Verify files and structure when the migration process is done.
- Perform postmigration tasks.
- Provide a project closeout report indicating the final project status, including evidence of meeting acceptance criteria, outstanding issues, if any, and the final budget.
Your team
- Provide a dedicated point of contact responsible for working with IT Partner and coordinate any outside vendor resources and schedules
- Configure all networking equipment, such as load balancers, routers, firewalls, and switches
- Provide access to physical and virtual servers and/or systems and services, as needed, and provide remote and/or physical access to facilities and systems required to complete the work
- Perform changes to internal and external DNS, as required
- Assist with identification of high-risk users (top executives and VIP users)
- Designate a specialist who will provide useful information about content design and structure; someone who understands all the business processes inside your company
What's not included
Frequently asked questions
What is the SharePoint Online Migration with Metadata service?
SharePoint Online Migration with Metadata is an IT Partner service for moving files and folders from a file server or a third-party cloud source to SharePoint Online while saving metadata. It is designed for organizations that need more than a basic file copy, because the engagement includes compatibility checking, structure planning for SharePoint libraries, document classification, migration, verification, post-migration tasks, and a closeout report.
Which source systems can be migrated to SharePoint Online with this service?
This service applies to migration from sources such as Google Drive, Box, Dropbox, OneDrive for Business, file servers, and other valid third-party sources to SharePoint Online. The exact plan may vary by source and requirements, so IT Partner should confirm the migration approach for your specific environment before work begins.
Does this service preserve metadata during migration?
Yes, the service is specifically scoped to migrate files and folders to SharePoint Online with metadata saving. IT Partner describes Managed Metadata as centrally managed hierarchical terms used as attributes for SharePoint items, and the migration work starts after classification and structuring are defined.
What is included in the SharePoint Online Migration with Metadata service?
The service includes migration of files and folders to SharePoint Online with metadata saving, a compatibility check, help fixing compatibility errors, identification of the future SharePoint library structure, and a document classification approach. It also includes verification of migrated files and structure, post-migration tasks, and a project closeout report with final project status, acceptance evidence, outstanding issues if any, and final budget.
What is not included in this SharePoint Online migration service?
Training of the customer team, users' folder migration, mail server migration, SharePoint consulting and development, desktop software settings, and documentation beyond the project closeout report are not included in the standard scope. Some of these items may be available as additional services, so they should be discussed with IT Partner if needed.
How long does the SharePoint Online Migration with Metadata service take?
The listed service duration is 2 weeks. The actual plan may vary depending on your needs, source system, content structure, permissions, and readiness, so specific timing should be confirmed with IT Partner during scoping.
How is the service priced?
Pricing is quoted individually for this service — contact IT Partner for a quote. The quote depends on content volume, the source system, and the metadata and classification requirements. Per IT Partner's standard terms, project work is quoted in writing before work begins, and you pay after you approve delivery.
What are the prerequisites for starting the migration?
You must have a Microsoft 365 tenant with SharePoint Online licenses, admin access to your SharePoint or file server environment, and a planned SharePoint Online site structure and permissions. These prerequisites matter because IT Partner needs access, licensing, and a destination design before it can classify content and migrate files with metadata.
What happens during the migration engagement?
The implementation plan includes a kickoff meeting, a pre-migration source system health check, the start of data migration, migration verification, final migration, and post-migration tasks. This phased approach is used so the source environment can be reviewed, content can be moved, and migrated files and structure can be verified before project closeout.
What is the customer's responsibility during the migration?
The customer must provide a dedicated point of contact, coordinate outside vendors if needed, configure networking equipment, provide required access to systems and facilities, and perform DNS changes if required. The customer should also help identify high-risk users such as executives or VIP users and designate a specialist who understands the company’s content design, structure, and business processes.
Will IT Partner design the SharePoint library structure for the migrated content?
IT Partner will help identify the structure to use in future SharePoint libraries and define a document classification approach. The service does not include broader SharePoint consulting or development in the standard scope, so any more extensive design or custom development should be confirmed as an additional service.
How does IT Partner verify that the migration was successful?
IT Partner verifies the migrated files and the SharePoint structure after the migration process is done. The project closeout report includes final project status, evidence of meeting acceptance criteria, any outstanding issues, and the final budget.