Email migration which is also referred to as mailbox migration is the process used to transfer mailbox content from one email account to another. While undertaking this process, records like the contacts, tasks and appointments are also moved to the new/recipient account. The transfer happens online and one is expected to provide the email credentials (passwords and usernames) of the source and recipient mailbox.
Reasons for Email Migration
Experienced IT companies (like www.lan2lan.com/www/migration.html) can migrate mailboxes for various reasons. For instance, a company may decide to use a different email service provider. The migration may also be as a result of a company merger or acquisition. During this process, a simple onetime approach is mostly used. However, below are some of the more advanced migration scenarios.
1. Consolidation: It may be carried out to consolidate multiple email accounts into one. For instance after the departure of an employee.
2. Back up: email migration can also be done for purposes of back-up or preserving data. This may be done for ensuring legal compliance.
3. Coexistence: It may also be done for purposes of evaluation. For instance during migration pilots.
4. Upgrade: the migration can also be done to facilitate upgrades. For instance, during the deployment of a newer email system version.
5. Security: the process may be performed in case the security of one email account is compromised or when it is prone to too many junk/spam emails.
To achieve a successful email migration, a number of technical procedures are used. They include:
1. Email Forwarding: This procedure allows the mailbox to forward the received content to a given email address.
2. Mx Record Modification: This procedure enables an email server to process the emails for the designated SMTP domain.
3. Content Conversion: Here content is converted, for instance, from the TNEF format to MIME.
4. Property Mapping: The procedure entails the mapping of properties. For example, Gmail may be mapped to Exchange contacts.
5. Copy Email: Here, a copy of the email is made from the source mailbox to the destination mailbox.
Key Features of Email Migration Solutions
Different migration solutions have different features that enhance their suitability for various migration scenarios. Here are some of the features:
I. Supported Systems: It defines the source and destination systems that are supported. For example; Exchange, IMAP and GMAIL.
II. Administrative logins: The feature allows for administrative login to those mailboxes with multiple users.
III. Multi-pass Migration: It enables a person to carry out multiple migrations passes with no duplications.
IV. Scalability: It is a feature that enables a person to migrate large sets of mailboxes concurrently.
V. Monitoring: This feature helps the administrator in monitoring the migration process and receiving alerts.
VI. Analytics: This enables the administrator to access statistics like the transfer speed and error rate.
VII. Reliability: It is an option that allows the process to automatically retry or handle errors during email migration.
VIII. Filtering: The feature makes it possible for the administrator to transfer specific content. For instance one can transfer content of a specific date range or from a particular location or folder.
IX. Security: It secures the migrated content for instance using SSL encryption.
Upon moving all the messages to a new email account, it is advisable to set up an automatic responder in the old account so as to auto-inform and direct the contacts to the new one.