Email migration from pop3 to IBM lotus notes v 8.5.2

We are currently running pop3 based email system hosted on ISP server , no exchange , we have 300 mail boxes , mixed with OUTLOOK 2003, 2007, 2010 and outlook express. PST files on each computer ranges from 2 GB to 100 GB. We just being aquired by another company with over 5000 Users , and now they want to migare us to lotus notes IBM version 8.5.2 .I have following questions ,
1- What should i keep in mind when planning for migartion?
2- what are some of the risks i should plan for?
3- What are some known problems people encounter during migration?
4- Is there any advice which could help plan for this project?
5- I need a road map to document the step required for migration?
5-Also i have no experience in lotus notes and would like to acquire some knowledge to help me with migration,so please also guide me towars good tutorial.

thanks
khurram_mAsked:
Who is Participating?
I wear a lot of hats...

"The solutions and answers provided on Experts Exchange have been extremely helpful to me over the last few years. I wear a lot of hats - Developer, Database Administrator, Help Desk, etc., so I know a lot of things but not a lot about one thing. Experts Exchange gives me answers from people who do know a lot about one thing, in a easy to use platform." -Todd S.

Sam654Commented:
If all your users have local PST files, I would seriously consider backing them all up and then removing all the settings so that they can't send or receive email from the email application any more and then start a fresh with Lotus Notes.
The biggest problem with email admin is users keeping unrequired emails and not having a good archiving solution in place. I think this is a good opportunity for you to give everyone a clean start. That way also users will not get frustrated because lotus notes email looks different and they can't find old migrated email.
You migrate it all, but all your users are going to have to file all the emails before it starts to run at a decent speed, 2GB+ in your INBOX is not good!
As for tutorials, I would really suggest doing the 4 day course dedicated to user and mail administration.
You've got the opportunity to save yourself a lot of time, hassle and money and keep users happy, by not moving the email and running the two systems.
0

Experts Exchange Solution brought to you by

Your issues matter to us.

Facing a tech roadblock? Get the help and guidance you need from experienced professionals who care. Ask your question anytime, anywhere, with no hassle.

Start your 7-day free trial
khurram_mAuthor Commented:
Thank you for the feed back and yes i have these in my mind, i am curious more towards planning part of the migration and your  suggestion seems one of the part of that migration. I would appreciate if you could answer my questions in same numbering format for me to see what question your comment is answering. I would say question 1 and question 5?

regards, much appreciate your response

0
Sam654Commented:
1- What should i keep in mind when planning for migartion?
>Backup and roll back plans
>Time
>Cost
>User Acceptance
>Technical Training Requirements

2- what are some of the risks i should plan for?
>Performing migration out of hours and contingency plans.
>User training and negativity if the system is not accepted.
>Loss of email between switch over times.

3- What are some known problems people encounter during migration?
>Losing migrated email due to handling of different formats.

4- Is there any advice which could help plan for this project?
>Do lots of planning
>Test your backups
>Do a dummy run before doing the actual migration

5- I need a road map to document the step required for migration?
>Would need more details on the system you are migrating from for that.

5-Also i have no experience in lotus notes and would like to acquire some knowledge to help me with migration,so please also guide me towars good tutorial.
>Put the Lotus Notes Admin person on an Email Admin and user management course.
>Put 5% of users on a user course so that other users can go to them rather than 100% of users coming to the System Administrators.
0
The Ultimate Tool Kit for Technolgy Solution Provi

Broken down into practical pointers and step-by-step instructions, the IT Service Excellence Tool Kit delivers expert advice for technology solution providers. Get your free copy for valuable how-to assets including sample agreements, checklists, flowcharts, and more!

khurram_mAuthor Commented:
Excellent - I will keep the questin open till January 13 2012 , to gether more feed back.
regards

khurram
0
Sjef BosmanGroupware ConsultantCommented:
Domino + Notes R8.5.2 is a very reliable and safe environment, with very good mail capabilities. Mail is stored on the server, usually each user has their own database containing all mails. The system supports archiving, every user can have his own mail archive, which is actually just another mail database with the older and unused mails. 100Gb is really a LOT of mail, even 2Gb I consider a lot. Over the last 10 years I used a main mail database and an archive database. The size of the  main db is 131Mb, whereas the archive grew to 3Gb.

If I were in your shoes...
- I'd read all that I can find about the system
- I'd ask the new parent company for help on the migration; if they want you to migrate they'd better assist you!
- I'd maybe ask them if I could join their team for a month or so, to get more acquainted with it
- I'd plan for a coexistence period, where both systems run side by side (you can use the Outlook client with the Domino server but it isn't ideal)
- I'd first install a local Domino server in the same domain as the parent company (if that's what they want)
- I'd plan to move my own mail to the new Domino server (after making a backup of course)
- I'd use the standard migration tools that come with the Notes client (!)

A roadmap indeed depends on the experience you have and the deadline imposed on the project. If you have a year, well, you can do it properly. If they give you only a month, it's going to be very difficult. Assuming you have 3 months for it (ask!!), you might consider the following:
- do a training (see link, e.g. the Fundamentals or a Bootcamp)
- join the parent company's team for some time
- ask someone from the parent company to help you installing your own Domino server
- migrate your own mail to the new server (and document the steps that you've taken!)
- decide how users will be trained (don't assume they'll train themselves on the job; they'll hate the system and will sabotage it)
- while a group of users is being trained, backup and migrate their mail to the new server
- ask as much help as you can get!
- ask all the questions you have here, in the Lotus Domino TA (link)
0
khurram_mAuthor Commented:
bosman

Thank you , i have project inititiation meeting with the parent company IT director and there email administrator , is there any other question you think would be beneficial other than what you have stated , in order for bring dicipline and struture on planning this migration?

regards
0
Sjef BosmanGroupware ConsultantCommented:
Can't think of one... Just don't rush it.
0
It's more than this solution.Get answers and train to solve all your tech problems - anytime, anywhere.Try it for free Edge Out The Competitionfor your dream job with proven skills and certifications.Get started today Stand Outas the employee with proven skills.Start learning today for free Move Your Career Forwardwith certification training in the latest technologies.Start your trial today
Lotus IBM

From novice to tech pro — start learning today.