Case Study: 130 TB Enterprise Vault Migration In 3 Months!

Terminated Employees

A key challenge was the inclusion of data from terminated employees, which constituted over half of the total data volume to be migrated. As a regulated entity, the organization was legally required to retain these records for compliance and potential litigation purposes. 

However, managing such data is complex, especially when it needs to be preserved in a way that ensures privacy, accessibility, and integrity. 

Handling this data called for additional security protocols and careful categorization to prevent potential exposure and to differentiate it from active employee data, which further complicated the migration.

Additional Requirements

Beyond the pressing deadlines, the organization needed to ensure that all migrated data would remain accessible for eDiscovery and regulatory compliance purposes. 

This demand for comprehensive eDiscovery compatibility required meticulous planning. The migration team had to ensure that the new solution could uphold these requirements without compromising performance or inflating costs. 

This consideration was particularly challenging, as it involved balancing compliance with operational efficiency, underscoring the need for a solution that could scale and adapt to regulatory demands.

Cloudficient Solution

Cloudficient implemented a comprehensive migration strategy using EVComplete, built on the ReMAD Platform.

Proof of Concept

To mitigate all up-front project risk, Cloudficient offered the organization a no-cost, no-commitment Proof of Concept (PoC) that allowed them to validate the entire migration workflow in a controlled, risk-free environment.

This approach was designed to address any concerns the client had regarding the feasibility and efficiency of the migration process, demonstrating Cloudficient’s technology, process reliability, and alignment with the organization’s unique needs before any financial commitment was required.

The PoC enabled the client to assess the solution’s capability to handle their specific data complexities, security protocols, and regulatory requirements in real time, providing a critical layer of reassurance that the full migration would be seamless, secure, and compliant.

This Proof of Concept also encompassed all additional steps the client required for a successful archive migration, ensuring that each archive met its standards before being counted as effectively migrated. These tasks included compliance validation, data integrity checks, and security verifications—steps that were essential for an organization of this size and complexity.

By integrating these into the PoC, Cloudficient enabled the client to verify that each aspect of the migration aligned with their internal and external requirements, setting a robust foundation for the full-scale migration and building trust in the migration process without any initial financial outlay.

EVComplete

The workflow orchestration engine within EVComplete offered powerful flexibility by enabling the creation of customized workflows tailored to different groups of users, including terminated employees.

This segmentation capability was essential for an organization of this scale, where user groups varied widely in terms of data retention requirements, and compliance obligations. By setting up distinct workflows, EVComplete allowed the organization to streamline the migration process, ensuring that each group’s specific needs were addressed in a structured, efficient manner.

For terminated employees, whose data made up a significant portion of the total migration volume, a separate workflow was particularly valuable. This group required special handling to maintain compliance with regulatory standards and privacy policies, often requiring additional security measures and unique data retention protocols. The dedicated workflow not only facilitated seamless data migration for this group but also minimized the risk of errors, or accidental exposure.

This degree of tailored workflow management ensured that the entire migration process was both organized and secure, meeting the organization’s complex requirements with precision.

Built on Cloudficient’s ReMAD Platform which leverages the latest in cloud native technology, the project sustained speeds of between 4-7 TB per day.

Minimal Infrastructure

By utilizing an Azure-based architecture to support the minimal infrastructure footprint required by EVComplete, the client was able to achieve an almost entirely cloud-based migration solution, significantly reducing the need for on-premise resources.

This cloud-native approach streamlined the deployment process, eliminating much of the setup and maintenance traditionally associated with on-premise infrastructure. For an enterprise-level migration, this shift to Azure not only minimized hardware investments and associated costs but also provided a more scalable, flexible environment that could dynamically adapt to the varying needs of the migration workflow.

Operating within Azure’s architecture also brought additional benefits, including enhanced security, built-in compliance features, and the ability to leverage advanced cloud-based tools and analytics throughout the migration. This setup allowed the client to focus more on the migration process itself rather than managing extensive on-premise servers, reducing both operational overhead and IT dependency. With Azure handling the infrastructure demands, the organization could confidently scale resources as needed, optimize performance, and keep its EVComplete footprint lean and efficient, reinforcing the project's cost-effectiveness and resilience.