Pay as You Go Email Archive Migration

Home / Cloudficient / Pay as You Go Email Archive Migration

The Journey to Pay as You Go Email Archive Migration

Peter Kozak – CEO

Peter Kozak email archive migrationI still remember my first archive migration project as if it were yesterday…

Almost 15 years ago a customer needed to migrate their Enterprise Vault 4 archiving system to another one. The customer had 12,000 email archives and 13 TB of data. At the time, this was huge. In retrospect, the whole project was a nightmare! There were no third party migration tools at this time and everything was manual labor. Remote work wasn’t really accepted, so three consultants had to be onsite for months to manually export archive by archive into PST files,
and import them back into the new system. Of course, this was not straightforward, as there were neither a chain of custody nor any kind of reporting on failed items. All in all, the customer had to pay for several thousand hours of professional services and the whole process of migrating the 13TB took more than 9 months.

A few years later, the approach changed.

Utilizing third party migration tools allowed you to automate at least the process of item movement, but significant license costs (>10k$ per TB) were incurred. A lot of professional services were still required, as all the steps beside the pure data movement had to be covered with manual work. In addition, the customer had to order dedicated hardware (multiple servers) to install and run the migration. Needless to say, that licenses for tools have to be bought, meaning that if you wanted to migrate 30 TB, you needed to pay for the software licenses upfront.

The approach in the last couple of years has changed again.

Some vendors are using “the cloud” to deliver archive migrations. This helps reduce the amount of hardware required onsite. Unfortunately, in the meantime most customers are migrating their archives to the cloud (e.g. Office 365), which introduces a lot of additional complexity. There are different ingestion protocols, ingestion-throttling, provisioning, license assignments and dependencies which make projects much more complex.

The migration of archives often has to be in sync with the whole cloud onboarding process per user. Very often it was a communication challenge; sending spreadsheets back and forth between the different teams involved in the process. From a customer perspective, the external costs for migrating a TB of data were reduced compared to the approaches before, but the internal costs have risen dramatically.

The amount of services offered by professional service companies today is typically a “best guess”, as they can’t foresee the complexity of the whole onboarding process. This often ends with vendors needing to go back to the customer (sometimes several times) to ask for an additional purchase order of more professional services, which makes budgeting difficult.


Times are changing again, and today I would like to introduce you to the cloudficient approach to Email Archive Migration and Onboarding to Office 365.

Onboarding users to Office 365, especially when migrating legacy archives in parallel, requires the execution of many single steps. These can be best visualized in a sequential workflow as illustrated here.

We believe that automating this workflow, end-to-end, provides a shorter total project time, less required people-resources and a better end user experience.

This is exactly the purpose of the Onboarding and Migration Module which we use in our Archive Migration Services. It allows workflow templates to be defined containing workflow steps which are exactly tailored to meet the project requirements. The Onboarding and Migration Module orchestrates the workflow and executes those steps automatically when the given dependencies are fulfilled. This not only makes the whole migration more effective and efficient, but also allows quick diagnosis of potential issues as the state of each user in each workflow is easy determinable. Furthermore, it helps reduce the customers internal effort, as dependencies are automatically taken care of.

Our AI and Anomaly detection engines monitor the whole process and makes us aware of each anomaly. This way we can focus the required resources on users or items that require human review and intervention. The outcome is less human effort, a streamlined process and most importantly for you as a customer, a lower price! We even tell you the price per TB in advance, it starts at $3990.

All this, combined with my team’s experience and knowledge, makes us feel so comfortable, that we will offer, starting today, a new revolutionary approach:

Fixed Price, Fixed Outcome & Pay As You Go!

  • Budget certainty: a fixed price for the cloudficient migration, based upon the volume of email archive to be migrated
  • Fixed Outcome: successful migrations that meet the legal, technical and business requirements
  • Complete solution: includes licenses, professional services and support throughout the project
  • Quality processes: delivers a fixed outcome independent of the discovery of unseen complexities
  • Pay as you go: Pay NOTHING upfront. We charge you only for each successfully migrated TB of data!

If you would like to know more, or request a quote, please reach out to us using the form below.





Peter Kozak – CEO




Related Posts
audit and complianceOffice 365 email forwarder