PST Migration for Large Business: Drive Shipping Truths

Migrating to the cloud is a major move for any company, but for large businesses, it's like moving a small country. This rings especially true for PST migration for large businesses with sprawling email data spread across the organization.

It's not just about moving emails; it's about ensuring business continuity and preserving crucial information - the sheer scale of it can be intimidating.

Large businesses aren't just dealing with a few gigabytes; we're talking terabytes upon terabytes of email history in the form of PST files, often scattered across network drives, personal computers, and legacy systems.

You need to find a way to manage it all, securely and efficiently, into the cloud. One common method you might be considering is "drive shipping," but is this method really the best option in 2024?

Here you will learn the ins and outs of PST migration for large businesses, the pitfalls to watch out for, and the most effective strategies for success.

Table Of Contents:

• Understanding PST Files and Their Role in Large Business Migrations
  • Unpacking Drive Shipping: Is it the Right Fit for You?
  • Navigating the Challenges of Drive Shipping for PST Migration
• Exploring Alternatives to Drive Shipping: What are the Best Options for PST Migration?
  • Network Upload
  • On-Premises Migration Tools
  • Cloud-Based PST Migration Tools
• PST Migration for Large Business: Final Thoughts

Understanding PST Files and Their Role in Large Business Migrations

First things first, let's demystify PST files. PST files are essentially Outlook Data Files (.pst) used to store an assortment of Outlook items like messages, contacts, calendars, and even tasks. They might seem unassuming, like any other file, but inside they act like miniature mailboxes, diligently holding onto chunks of data.

However, for large companies migrating to cloud-based platforms such as Microsoft 365, these PST files can be a headache. Imagine having thousands of these PST files strewn across individual hard drives, network locations, and even lurking on old servers. This situation often arises when employees need to work around mailbox quotas by storing older emails in PST files, which becomes a major roadblock when you decide it's time to move to, and import PST files into, the cloud.

Instead of simplifying your data landscape, you now have a scattered archipelago of PST files. In the move to the cloud, PST files become less of a convenience and more of a data management nightmare, sometimes even referred to as a "pest" by IT professionals dealing with this tricky task. PST files have historically posed challenges in data migration as organizations move towards streamlined cloud environments since they represent isolated data silos that need to be carefully managed and integrated during the migration process.

Unpacking Drive Shipping: Is it the Right Fit for You?

Picture this: packing up a hard drive with terabytes of PST files (along with crucial mapping instructions), slapping on a shipping label, and sending it off to a Microsoft data center. This is drive shipping in a nutshell. You might think it's a joke, but Microsoft does offer this service for larger data migrations.

It may seem strange in the age of high-speed internet to physically transport data. However, it works, especially for organizations with tons of data to shift, including massive email archives from systems like Enterprise Vault or Mimecast.

Here's a breakdown of how drive shipping generally works for PST migration for large businesses:

1. Consolidation: First, gather all those PST files scattered across your organization's devices and servers.
2. Preparation: Copy the PST files onto (most likely encrypted) hard drives and make sure to include a map or index file. This mapping file is vital; it tells Microsoft which PST files goes where in your new Microsoft 365 environment.
3. Shipping: Send those data-packed drives to Microsoft, and yes, this usually means actual boxes, courier services, and maybe a touch of nail-biting as you wait for them to reach their destination.
4. Ingestion: Once Microsoft gets its hands on your drives, its data center wizards take over. They copy everything onto their servers, then meticulously upload it (import PST files) to Exchange Online based on those mapping instructions you created.

While Microsoft explains their process of PST migration for large businesses through their drive-shipping service, this method might not be as appealing when you factor in the time involved in the physical transfer. For smaller businesses, Microsoft offers a network upload service, but larger enterprises need a robust solution that automates the PST file discovery process for smoother data transfer that this import service just won't provide.

Remember, user satisfaction hinges on a seamless transition, especially if you're migrating mailboxes larger than 100GB. Just a heads up – if your migration includes individual emails bigger than the 150MB limit – Microsoft suggests turning to PST files for a smoother transfer. You can change message size limits in Office 365 but when migrating using a third-party solution, sometimes PST files are used as an interim solution.

Navigating the Challenges of Drive Shipping for PST Migration

You might be thinking, "Shipping drives? That sounds like something out of the Stone Age." To be honest, it kind of is. Although it might seem like a viable option for those hefty PST migrations for large businesses, let's talk about some drawbacks to think about:

• Security Risks: Remember those drives full of sensitive company data? Now imagine them getting lost, damaged, or – worse – ending up in the wrong hands during transit. While encryption provides a good level of security, it's not foolproof. Data breaches are always a concern.
• The Time Factor: Drive shipping takes time. Gathering, prepping, physically transporting those drives back and forth, and the actual upload process can significantly increase the total migration timeline. And time is money. The longer your migration takes, the higher the costs and the greater the potential for disruption to your team's productivity.
• Logistics: Now imagine managing the logistics of shipping multiple hard drives, sometimes internationally, ensuring they arrive safely, tracking their whereabouts, and managing potential delays. And this isn't even getting into the possible customs issues or those fun "lost package" situations that nobody enjoys dealing with.
• Lack of Granular Control: This is a big one. With drive shipping, you lose some control over the migration process. It's less like you're conducting a carefully orchestrated move and more like you're dropping your data off at a black box. What happens if there are errors? What if a drive gets misplaced, leading to data loss?

If those challenges aren't enough, here are some more detailed points to consider:

• Tracking and Chain of Custody: Can you keep tabs on those hard drives throughout the entire process? Remember, we are talking about your organization's most vital data. This is crucial to maintaining data security and compliance regulations.
• Error Handling: What if some files fail to migrate? What if there are issues during the extraction process on Microsoft's end? Robust error handling is a must. Ensure the chosen solution provides clear error logs and potentially even retry mechanisms for failed transfers. The last thing you want is to end up with missing emails or data inconsistencies once the dust has settled.
• User Downtime: Nobody enjoys downtime, especially in today's always-on world. How will your employees access their mailboxes during the transition? Extended periods of inaccessibility to crucial communications can be detrimental. Aim for solutions that minimize disruption to email access or offer alternative methods for employees to stay connected during the move.

Exploring Alternatives to Drive Shipping: What are the Best Options for PST Migration?

With so many potential challenges with Drive Shipping, is this still the best method in 2024, or is there a better solution for PST migration for large businesses? Here are some alternatives to think about for migrating PST files in 2024 that address the drawbacks discussed:

Network Upload

This involves uploading PST files over the network to a temporary storage location in the cloud. You can then use an import service to import PST files to your organization mailboxes. Network upload may be a suitable method for small business but when migrating PST files for a large business it just doesn't scale to the requirements.

On-Premises Migration Tools

On-premises migration tools can be another option for migrating PST files to the cloud. However, these tools struggle with scalability issues, often requiring a significant and expensive hardware footprint. Performance monitoring and performance improvement become complex.

Cloud-Based PST Migration Tools

Many specialized third-party tools are built to smoothly handle PST migration for large businesses to Exchange Online. This type of solution lets you import PST files directly from their source locations – be it laptops, network shares, or dusty old servers – to the cloud, bypassing that whole hard drive shipping rigmarole.

These solutions are engineered with a laser focus on efficiently handling mountains of PST file data. It is like having a virtual fleet of digital movers working tirelessly in the background to get the job done without any physical boxes or trucks involved. Plus, they generally boast built-in features such as detailed reporting and monitoring, deduplication, automated discovery, scheduling capabilities, and often even security controls that can match or exceed the encryption you'd rely on with drive shipping.

Imagine, a centralized platform for orchestrating and monitoring the entire PST file migration for your large business. The power to automate discovery, filter unwanted data before it makes the move, and effortlessly track every stage of the migration – that's what the right technology can give you.

PST Migration for Large Business: Final Thoughts

When it comes to PST migration for large businesses, the right method can streamline operations, save money, and maybe even a few IT headaches along the way. By taking the time to properly assess your unique situation, choose a solution, and maybe get a good night's sleep beforehand, you can set your organization up for a smooth transition to the world of cloud-based email.

Successfully navigating a PST migration for large businesses isn't just about moving files; it's about protecting sensitive information and enabling a seamless transition for your workforce. Drive shipping, while a tried and tested method, isn't always the optimal solution, especially when specialized solutions with added speed, agility, and automation capabilities are waiting in the wings. Evaluate all options carefully, prioritize security and efficiency, and make sure your chosen method aligns with the unique scale and complexities of your large organization.

With unmatched next generation migration technology, Cloudficient is revolutionizing the way businesses retire legacy systems and transform their organization into the cloud. Our business is focused on client needs and creating product offerings that match them. We provide affordable services that are scalable, fast and seamless.

If you would like to learn more about how to bring Cloudficiency to your PST migration project, visit our website, or contact us.