As technologies improve and evolve, your company has to keep up in order to keep up with competitors. On premise solutions for a company's intranet system is becoming more and more outdated. At some point, it will be time for your company to hop on the cloud bandwagon.
Unlike your PC or filing cabinets, there’s close to an infinite amount of storage with the cloud. Plus, the cloud makes it easier to access files and decreases the chances of cyberattacks. It's even more convenient when factoring in remote work and a distributed workforce.
However, the transition to getting there can be difficult. You’ll have to plan your Intranet migration to avoid anything crucial from getting lost. The process could also take months. So, the process needs to be carefully set up and executed. Here are four tips on how to get started:
Manually Copy Files
Manually moving files one by one can be a total pain. But if your files are essential to your company, you may want to manually move them over to ensure they don’t get lost. You will also need to audit the files to ensure the formatting doesn’t get messed up. If you have physical copies of documents, you could also scan them and save them manually on the cloud.
It’s the least practical way for migrating files but also the safest. It’s important to note that during a manual process, metadata will be lost, so you might want to make note of who created the document and when.
Migration tools exist so users can migrate their files to the cloud safely and more effectively. While these tools are a great addition to the migration process, it’s important to look into which one is best for your process.
Some migration tools will carry metadata over, while others will not. Some are also more complicated to set up than others. Be careful about which migration tool you pick by doing your research beforehand if you decide to go this route.
Besides compatibility with your different systems, the most important feature is the automation. How much modification should you do to your source database? How much auditing will you need after the migration? A tool that requires too much manual work will not save time nor effort.
Using a Hybrid Approach
For many, using a hybrid combination of manual and automated processes creates the perfect transition, without losing any information or taking too much time. If some of your files are more important than others, you might want to manually upload those documents and then use a migration tool for the others. By doing this, your company can find the perfect method for migrating intranet information for any future transitions.
Leverage an Employee App for Support
Lastly, migrating to the cloud is a perfect time to adopt a new communication tool for employees. Some HR software lets employees access all their resources on a single platform. In many ways, an employee app acts like cloud storage since employees can access their online documents no matter where they are, while at work or on the go. Employee apps and cloud storage are both tools that help employees be more productive by giving them access to information when they need it.
If you’re already on your way to transitioning away from traditional intranets, it’s a good time to have your company start using new software as a communication tool. The top internal communication tools can provide all employee related functionality on one platform, allowing employees to share, collaborate, and access company resources.