Data and file migrations without the Monday morning chaos
Moving files and email is easy to start and easy to get wrong. We plan the move, clean up before it happens, copy everything in stages, check it arrived intact and make sure staff know where things are on the first morning.
Data & file migrations for small and medium businesses
Migrations go wrong in predictable ways. File paths longer than SharePoint allows quietly fail to copy. Permissions that made sense on an old server do not translate, so suddenly everyone can see the payroll folder, or nobody can. Shared calendars lose their bookings. Links inside spreadsheets point to a drive letter that no longer exists. And because the old system was switched off on Friday, there is nothing to fall back to when somebody discovers on Tuesday that a whole folder is missing.
We avoid those traps with a plan that starts well before any data moves. We measure what is there, how much of it is duplicated or years untouched, and agree with you what to archive or leave behind. We design the new folder and permission structure around how teams work now, not how the server was laid out a decade ago. Then we copy data in bulk ahead of time and run a final catch-up sync at the cutover, so the switch itself takes hours, not days.
Common moves include an ageing file server into SharePoint and Teams, a Dropbox or Google Drive account that grew out of control, Google Workspace mail and calendars into Exchange Online, and two businesses combining tenancies after a merger. Each comes with its own quirks, like shared Google Drive ownership or Dropbox links sent to clients, and we plan for them specifically. The old system stays read-only for an agreed period, so anything overlooked can still be found.
What's included
Discovery and sizing
A count of files, mailboxes, total data and problem items such as long paths, blocked file types and huge folders, before anything is quoted.
Clean-up first
Duplicates, abandoned folders and decade-old archives identified with you, so you are not paying to move clutter into a new system.
New structure design
Libraries, Teams and permission groups planned around how your teams work today, agreed with you before data is copied.
Staged copying
Bulk data moved in the background ahead of time, followed by a short final sync at cutover to pick up recent changes.
Mail and calendar moves
Mailboxes, calendars, contacts and shared mailboxes moved from Google Workspace, other hosts or another tenancy, with mail flow switched over cleanly.
Verification
File counts and sizes compared between old and new, with failed items listed and fixed rather than discovered later by staff.
Day-one support
Someone available on the first morning to help staff find files, sync libraries to their computers and reconnect apps.
Read-only fallback
The old system kept available, read-only, for an agreed period and then retired or archived properly.
Who is data and file migrations for?
We can help if you are:
- Retiring an old file server and moving shared drives to the cloud
- Consolidating files scattered across Dropbox, Google Drive and personal OneDrives
- Moving email and calendars from Google Workspace to Microsoft 365
- Merging with or acquiring another business and combining systems
- Splitting off part of a business that needs its own tenancy
- Moving to new practice, accounting or job management software that needs data brought across
Not sure where to start?
Our free IT health check looks at your devices, accounts, backups, security and network. You get a short written report with what is working, what is at risk and a price to fix it. No obligation.
Book the health checkData & file migrations questions
How long does a migration take?
Planning and bulk copying usually happen over one to a few weeks depending on data size and complexity. The cutover itself is typically done over an evening or a weekend, so staff lose little or no working time.
Will we lose any data?
We compare what was copied against the source and fix anything that failed before the old system is retired. The old system also stays read-only for a period, so nothing is lost if something is overlooked.
Can you move data from our accounting or practice software?
We handle the files, databases and infrastructure side. Moving data between different software products usually involves the software vendor's own import tools or services, and we coordinate with them.
What happens to links we have shared with clients?
Sharing links from Dropbox or Google Drive will not carry over to Microsoft 365. We list the folders shared externally so you can decide which to re-share, and help set up the new links.
Do staff need training afterwards?
A short session on where things are and how to sync libraries makes a big difference. We include that with each migration, along with written notes staff can refer back to.
How much does a migration cost?
It depends on data volume, number of users and complexity, so every migration is quoted in writing first after a discovery check. Ongoing support of the new setup is covered by your plan.
Can you help with a merger where both businesses use Microsoft 365?
Yes. Tenancy-to-tenancy moves need careful planning around domains, mail flow and Teams. We map out the sequence with both businesses and time the changes to avoid missed email.
Other ways we help
Managed IT
One monthly price per person for support, security, updates and backups. Your outsourced IT team.
Managed IT
IT support
Remote and onsite help when you need it, billed by the hour. No plan, no contract.
IT support
Cyber security
Practical protection against scams, ransomware and account takeover, set up and kept current.
Cyber security