Google Workspace (G Suite) Migration Checklist (Free Download)
Migrating your business-critical data to Google Workspace from your source cloud can be quite challenging. Even the slightest error can cost your company significant financial loss and the trust of your clients.
Hence it is important to deeply understand how to migrate data to Google Workspace and encounter any roadblocks during the process.
Our ultimate Google Workspace data migration checklist (with a free downloadable PDF) guides you in implementing the essential steps for a successful data transfer.
1. Devise a Migration Plan and Strategy
Performing a Google Workspace migration without a proper plan and strategy could end up disastrous. Therefore, plan on what to migrate – whether it is only user accounts and data from source clouds like (Microsoft 365, Box, etc.) or includes email, calendar, documents, messages, etc.
Also, having a Google Workspace migration plan and strategy about the migration timeline, choosing the right cloud data migration tool, and preparing the scope of work help build a solid foundation for the migration project.
2. Study the Current Environment and Prepare Source Data
Study the source cloud environment and analyze the differences between it and the destination cloud regarding storage, permissions, access, security, etc.
Understand the source cloud data and its dependencies, hierarchies, and granularity. Prepare the data by organizing and filtering out inactive or unnecessary user account data before migrating it to Google Workspace.
3. Understanding the Limitations
Undoubtedly, Google Workspace comes with a hoard of benefits for the end users. But it is also essential to be aware of certain limitations in it. Some of them are given below.
Code for adding tables:
|Area of concern ||Limit |
|Daily data upload limit per user ||750 GB |
|Individual File size upload limit ||5 TB |
|Maximum number of files/folders in a Shared Drive ||400,00 |
|Maximum number of sub-folders in a Shared Drive ||20 |
4. Execute Pre-Migration Assessment
Performing a pre-migration assessment helps analyze and decide vital parameters like which file features to migrate from the source to the destination cloud. It also helps identify and finalize more features to migrate, such as shared and embedded links, version history, timestamps, etc.
5. Map Users and Configure Migration Paths
One crucial step in the Google Workspace migration checklist is ensuring precise user mapping between the source and destination platforms and configuring mapping paths. This objective can be accomplished using the CloudFuze tool’s CSV or folder mapping techniques.
6. Configure Google Workspace
Configure your Google Workspace account by setting up user accounts, groups, and organizational units and enabling essential features like 2-Step Verification and mobile device management.
7. Assign Identity and Access Management Roles
Identity and Access Management (IAM) roles in Google Workspace allow you to grant specific permissions to users, giving them access to the resources they need to do their jobs while restricting access to sensitive data.
By assigning IAM roles, you can manage administrative tasks, delegate responsibilities to team members, and ensure data security and compliance in your organization’s Google Workspace environment.
8. Align Migration Goals with Security Policies
Aligning migration goals with security policies is a critical step in the G-Suite migration checklist. It involves defining security requirements and controls and aligning them to the migration objectives to ensure compliance with industry regulations and internal policies.
It helps protect data, minimize the risk of data breaches, and maintain data integrity.
9. Execute One-Time & Incremental Migration
While executing one-time migration of data, some incremental changes get added to the source cloud data as users continue working on them. Run delta or incremental migration to reflect 100% changes from the source to the destination.
10. Pilot Run or POC
Prioritize executing a pilot run or a POC as part of the Google Workspace checklist to identify and mitigate any risks or performance bottlenecks during the migration.
11. Communicate with Users and Train Them
Users may find adopting a new cloud platform challenging with new processes, workflows, and user interfaces. To facilitate a disruption-free transition, communicate with employees on every stage of the migration and provide complete hands-on training in Google Workspace.
12. Post-Migration Evaluation
It is also important to have a Google Workspace post-migration checklist action items, such as checking the migration reports to perform validation after the migration completion.
The post-migration validation helps verify the migrated user accounts and data and allows the internal IT team to verify the accuracy of the overall migration.
13. Decommission Source Cloud Licenses
If your organization has moved all the data from the existing cloud platform to Google Workspace and does not need the older system going forward, it is recommended to decommission the source cloud license. It helps to lower and optimize cloud costs. But if your company decides to archive the data, you can retain the source license with a minimal cost plan.
Having a Google Workspace checklist in hand provides all the necessary steps to be carried out for successful data migration. Preparing for the migration enables your organization to be more confident and make better data-driven decisions.
Leverage a leading Google Workspace migration tool like CloudFuze X-Change that helps seamlessly transfer data from source cloud to G Suite.
Download the free PDF now.