Email System & Data Migration Methodology

The Bhojpur Consulting has expertise in Email System and user data migration from your legacy systems (e.g. MS Exchange) to software-as-a-service offerings (e.g. Google Workspace, Microsoft Office 365, Zoho Workplace). Our team utilises a variety of automated software tools during client engagements to speed up the process. We design & integrate, install, configure, tune, and automate technologies to migrate user’s data and emails.

We specialise in performing the following activities/tasks during Email system migration:

Our team perform the following activities/tasks during Email user data migration:

  • Our team would create a Service Account in your systems for running batch jobs. 
  • Prior to initiating migration of Emails, your DNS must be re-configured. Our Domain Migration experts would review all the DNS settings (e.g. MX records) and re-configure your source & target DNS records appropriately for proper routing of the Emails to respective mailboxes. These temporary routing domains would be removed later.
  • Our User Migration team would review the mailbox size of each user to understand technical challenges, if any, related to the Email data transfer since some of our automated tools have such technical limitations to avoid over burdening the systems.
  • Our team would create, configure, schedule, and monitor execution of batch jobs for migration.
  • While using such software tools, the user’s mailbox, contacts, calendar, etc. data would be migrated automatically using Jobs. However, data transfers do fail sometimes due to various unpredictable reasons therefore human intervention is required to fire the jobs again after fixing the technical issues. 
  • A final communication is sent to all the users whose mailbox is migrated.  
The Client must make the following arrangements prior to initiating any Email migration procedure:
  • Appoint a SPOC for Project Management, Technical Support, Change Management
  • Administrative user credentials to be able to access DNS, Email Server, etc.
  • Prepare a list of named users to me migrated to the target Email system
  • Subscribe and provision required number of User Licenses into target Email system
  • Inform the target users about the change and Email system maintenance schedule
Typically, the Email Migration process would take approx. 1 day (i.e. for <= 30 users), 1-week (e.g. <= 2000 users), upto 45 days (e.g. <= 100K users). We can execute parallel batch jobs, if the number of users are large, but the verification and debugging process happens to be manual, which takes relatively more time. Therefore, the Client must expect delays or slowness due to the following technical reasons:
  • DNS settings take approx. 48 hours to propagate across the globe
  • User's Data Migration fails sometimes due to large size of the mailbox itself
Besides the Email migration, we offer several other Technology Migration services.

We accept engaging with the Clients using direct contract mechanism of the Upwork platform to remain fair, transparent, and trustworthy. Please feel free to contact us directly, if you have any queries further.