NetDocuments to SharePoint Migration
As the business grows and moves into more advanced stages, the document management system needs to be upgraded. Those already using NetDocuments and wishing to switch might feel intimidated by the whole NetDocuments to SharePoint migration effort. But truly, there is nothing to worry about. SharePoint has become a business solution with powerful collaboration tools, integration with the cloud, and native compatibility with Microsoft 365. It gives an organization more control, better accessibility, and an enhanced experience connecting documents.
Worried about migration, but I will help you break it down.
Why Migrate from NetDocuments to SharePoint?
Why Do People Choose to Migrate from NetDocuments to SharePoint? Here’s an overview of why many organizations is making the move: SharePoint provides easy integration and features with the Microsoft 365 package, facilitating collaboration and better document management as the organization expands its operations.
| Feature | NetDocuments | SharePoint |
| Microsoft 365 Integration | Limited | Native |
| Custom Workflows | Basic | Advanced (via Power Automate) |
| Collaboration Tools | Moderate | Robust (Teams, OneDrive, Lists, etc.) |
| Cost Efficiency | Subscription-based | Included in Microsoft 365 plans |
| Customization | Limited | Highly customizable with web parts and Power Platform |
Discover More About SharePoint Migration
Find out how Evolvous can help you with customized SharePoint solutions. Explore how our experienced SharePoint migration consultants can help you with NetDocuments to SharePoint migration and enhance efficiency.
Our SharePoint Migration Solutions
The Process of NetDocuments to SharePoint Migration
The process of migrating from NetDocuments to SharePoint is well-defined with a structure to follow for steps and planning, including pre-migration, migration, and support after migration. Here’s what we do to ensure that you successfully, securely, and smoothly transition.
PHASE 1: Pre-Migration Planning
Pre-migration planning is all about running assessments and then deciding on the right approach for migration.
Here are tasks that are included in this phase of the process.
Assessing the NetDocuments Environment
- Prepare an inventory of all the workspaces, folders, documents, and metadata.
- Our team will also document the user roles, along with their access permissions and any role-specific workflows that you might be having in your NetDocuments environment.
- If you have any custom integrations, then they will be analyzed as well.
Defining the SharePoint Architecture
- One of the most crucial decisions will be taken at this stage, that is whether to migrate to SharePoint Online or SharePoint Server.
- Next, our team will begin the work on conceptualizing the SharePoint Infrastructure. For example, we will look at the kind of sites you will need and how the documents will be organized in the SharePoint library.
- We will also define the metadata structure and map all the content from NetDocuments to SharePoint.
Determine the Scope of Migration
- We will work together with you to determine the scope of migration. We will decide which files to migrate to and how to access them.
- At this stage, we will clean up unused files or outdated content to reduce any confusion.
Choose the Right Migration Tool
- It is important to choose the right migration approach.
- Evolvous can either use a third-party tool for SharePoint Migration. We have partnered with Proventech, one of the leaders in SharePoint migration and use their Migration Accelerator tool to handle migrations.
- If your specific project needs a customized solution, then we can also use custom PowerShell scripts and other such methods to manage NetDocuments to SharePoint Migration.
PHASE 2: Migration Preparation
Once you are done with the migration planning, you need to move to the actual prep work. Here are the steps that are involved.
Export Data from NetDocuments
- If you are going to migrate documents in bulk, you need to use the Export Utility or NetDocuments.
- Next, you need to export metadata to a CSV or XML file.
- If required, we will map the user’s permissions.
Preparing the Data for Import
- Next, we need to prepare the data so that it can be imported to your SharePoint infrastructure. The first thing that we will do is to organize the files in a staging environment like a File Server or Azure Blob Storage.
- We will transform the NetDocuments metadata into SharePoint structure.
- Finally, we will map the NetDocuments document types, profiles and metadata fields to SharePoint for content types and columns.
Setup the SharePoint Environment
- At this stage, you will need to create SharePoint sites, document libraries and appropriate metadata columns.
- The required user groups and permissions will be configured.
- Since its a requirement for the legal sector, we will also apply the appropriate retention and governance policies.
PHASE 3: Migration Execution
This is where the real work is happening! Here are some of the tasks that are performed in this stage.
The Pilot Migration
- This is like a ‘mini’ migration to test the waters. You need to select a small set of documents or a single workspace that will be migrated from NetDocuments to SharePoint.
- The migration will be executed using the selected tool or script.
- Once the pilot migration is completed, we will validate the integrity, metadata accuracy and permissions. We will proceed only if everything is done according to the plan.
Executing Full Migration
- Once the pilot migration is conducted successfully, we will execute the migration in batches.
- Our team will maintain a migration log for each of the batches.
- We will also monitor large file limits.
Post-Migration Validation
- After all the data is migrated, we will check if the data has successfully migrated or not. The team will check the document count and size.
- The permission and metadata fields are validated. It will be ensured that the history version is retained.
- At this stage, we will test document searchability in SharePoint.
PHASE 4: Post-Migration Activities
The work is not done even after a successful NetDocuments to SharePoint migration. There are a few important tasks left. Here are the key tasks:
User Acceptance Testing
- A small group of users will be selected, and they will be asked to validate the migrated content.
- Gather feedback on structure, naming conventions, and accessibility.
Certainly! Here’s the next section to follow smoothly after PHASE 4: Post-Migration Activities, with a new heading:
SharePoint Migration Best Practices
The successful migration of NetDocuments to SharePoint is more than just moving data; it’s about setting up your SharePoint environment to aid in obtaining smarter results for your team. Such top tips should direct you to the best use of your new environment.
- Engage stakeholders from the beginning; they will appreciate it and give you a hand in cases of uncertainties.
- Make sure you do the cleaning when it is a former system which is in use.
- Include Quality in the Design, or services operations experience.
- Write down the questions that need to be addressed, as well as the possible options and their reasons.
- Use SharePoint out-of-the-box functionality as long as possible.
- No skipping security reviews.
- Train your team
Make Your Move to SharePoint with Evolvous
Migrating from NetDocuments to SharePoint isn’t just a technical upgrade; it’s a strategic move that opens smarter collaboration, tighter Microsoft 365 integration, and better control over your content. While the process may seem complex, the right planning, tools, and expert support can make it seamless and stress-free.
Evolvous doesn’t just migrate your data; we modernize your document management experience. From pre-migration assessments to user adoption support, our team ensures that every stage is aligned with your business needs and goals.
Need help implementing these best practices?
Our SharePoint experts can guide you through setup, training, and long-term optimization.
