Migrating from one email system to Exchange is not an easy task but with proper planning it can be done.  No matter what system you had used previously, the following are some of the aspects that many have to deal with and make a decision about.  The first is the cost.  IT managers have to ask themselves about what the cost will  be for licensing, hardware, etc.  It is one of the most difficult decisions to make.  Many IT directors believe that implementing a new system will take most of their budget.  Before making such decision, look at your current environment.  Since this is almost like implementing a new email system, this is an opportunity to include an archiving plan in the early stages. Developing an archiving plan considers having key players and departments involved.  With senior management included, get buy in from human resources and legal to provide their procedures for handling legal inquiries for email files and document attachments.

The next step is to develop the email migration plan.  You have to look at your current infrastructure and how Exchange may interact with it.  Multiple considerations come into play to improve or adjust the infrastructure so that the new system functions better and archiving policies work long-term.  Create a pilot project to test and evaluate the new email system, with archiving fire drills included.  Create a plan for production deployment.  Also look at the backup system, security and how the users will adjust to the new system.

Take a look at the network so you can plan to work around your current infrastructure or make adjustments where needed to improve email service delivery.   Minimizing the migration time by cleaning up any disabled mail files, reducing the size of the mail files.  If you have quota sets consider if the current quota works or if you need to change it.  If you do not have it set then consider what a reasonable number is.

Another consideration is training for the IT staff.  As part of the budget you have to consider sending them to a training course to better understand the new system.  If the budget allows also consider adding record management compliance training. If the budget is tight, online training is an alternative.

Another is your backup system.  Does it work with the new system? Do you need to change your backup system? Identify resources for monitoring archives and backups.

Security is another factor that plays into your decision of what to do.  You need to check your current security if you have one.  Make changes where needed.

Involve your email users with ongoing communication. This allows them to better adjust and more easily accept changes to the new email system.  You can help in the transition by giving them some tips for the new email system.  You can purchase or print for free some reference cards.  Before converting give a training class on how to use the system.

These are some factors to consider for making crucial decisions, as part of the email migration plan.  Bottom line, migrating is no easy task but can be done with proper planning.  In the end it helps you and your email users in achieving a smoother transition.