SharePoint Migration System

The Vendor is required to provide regarding tools, services, and implementation approaches to support agency transition from its current content repositories—including Alfresco and various shared drives—to Microsoft SharePoint Online in the Microsoft 365 Government Community Cloud (GCC).
- This effort is part of the statewide move toward a unified enterprise content management (ECM) system aligned with department Cloud First strategy and the Legal Tools Program (LTP) roadmap.
- These systems lack consistent governance, metadata, classification, retention alignment, and modern search capabilities.
- That system will utilize SharePoint for file storage, but the site/folder structure will be managed by the model-driven Power App, so the legal content may have a different migration path depending on the selected tools.
- Objectives:
• Available migration tools and related services that support large-scale Alfresco and network-shared drive migrations
• Available services for analysis of existing data, identification of data cleansing approaches and options, estimating which data can and cannot be successfully migrated, and developing strategies for managing data that cannot be successfully migrated
• Vendor best practices for governance, metadata modeling, taxonomy, retention, SharePoint Online architecture, and permissions design
• Migration methodologies that minimize downtime and risk
o Some groups within the agency are 24x7 operations and may need a specialized approach for migration and cutover
• Integration approaches ensuring alignment with LTP and JusticeNexus requirements
• Organizational Change Management (OCM) approaches for adoption and training strategies including both end users and technical/administrative staff
• Knowledge transfer for technical, administrative, and security staff to ensure ongoing SharePoint (SP) administration and support, including training approaches for system administrators and end users
• Pricing models for tools and professional services
• Vendor capacity and experience conducting enterprise-scale migrations
- Services include:
• Establishing a target operating model for sharepoint online as an enterprise content management system
• Implementing enterprise data governance by establishing metadata models, taxonomy, and retention standards
• Designing and configuring sharepoint online architecture
• Establishing requirements for agency document staging environment and configuration of that environment in preparation for migration activities
• Migrating content from alfresco and additional select document storage systems to sharepoint online
• Migrating non-case and administrative documents across all agency divisions
• Moving/updating content from existing sharepoint libraries into the new structure
• Integrating certain alfresco supplementary systems not covered by legal tools
• Procuring migration tools and professional services to support these activities.