Succession Plan for SharePoint 2010 Retirement

Kelly Grosskreutz / July 08, 2019
Succession Plan for SharePoint 2010 Retirement

On October 13, 2020, SharePoint 2010 will officially ride off into the Microsoft sunset and leave the collaboration work to its successors. The question is - what is YOUR plan to backfill this critical Collaboration role? 


Collaboration platforms abound in the marketplace, but this gal recommends sticking with the Microsoft platform and narrowing your decision-making process to either SharePoint 2019 Standard or SharePoint Online / Office 365. While assessing both options, there are several key points to consider: 

 

1. On Prem v. the Cloud

 

The very first decision you must make is do you want to continue to install, maintain, and support your own infrastructure? Or, do you want Microsoft to run the infrastructure in their cloud?  

The following table breaks down the most relevant decision-making drivers: 

  SharePoint Online SharePoint 2019 Standard
Infrastructure Requirements No infrastructure requirements
Migration work might be needed 
Infrastructure requirements:
  • Windows Server 2012 R2
  • .NET Framework 4.5.2 or above
  • All prerequisites installed from the Prerequisites Installer
  • SQL Server 2014
Hardware Requirements No servers, no hardware
Uses Microsoft Cloud data centers 
Purchase and upkeep of servers and hardware is required
Staffing Requirements Application Administration staff required; or a strong partner who provides proactive monitoring
 
No Infrastructure team required
Application Administration staff required; or a strong partner who provides proactive monitoring
 
Internal Infrastructure team must maintain servers, add updates and patches
Licensing SharePoint Online is part of the purchased Office 365 plan and is billed monthly per user               The organization must absorb licensing costs
Redundancy SharePoint Online relies on Microsoft’s built-in redundancy for data centers; No control over servers Relies on owned customizable servers and hardware
Full control of server and access services
User Interface Updates Continuously updated from Microsoft; as frequently as weekly or daily Controlled by the organization’s patching/release cycle
Custom Development Limited custom development capabilities Freedom to implement custom development
External Sharing SharePoint Online can connect external users; it can easily be expanded with a variety of Azure services Infrastructure to connect external users must be built and regulated manually along with setting security features
 
Utilize the option to "enable anonymous access" for external users
Farm Sizing Microsoft takes care of scaling on your behalf Scaling is your responsibility
Detecting and rectifying bottlenecks lies within the user
Platform Availability SLA with 99.9% availability TBD by the responsible internal team


Most small businesses simply cannot carry the expense and the staffing to support an on premises installation and all of the future upgrades it requires long-term. As such, the business trend is most small to mid-size businesses are opting to migrate to the cloud. However, large, enterprise companies are still doing comprehensive cost/benefit analysis before making a decision on the best path forward.
 
Microsoft offers additional information and guidance in this online article.

 

2. Lift & Shift v. Fresh Start

 

If you’ve only just begun to think about retiring your SharePoint 2010 environment, you may be tempted to opt to lift your current structure and migrate it directly into the platform of your choice. I caution you to RESIST THIS URGE. 

Most companies that implemented SharePoint 2010 came onto the tech scene on May 12, 2010. Less than 3 short years later, SharePoint 2013 was released on February 28, 2013. This means that if you are using SharePoint 2010, you likely adopted it sometime between summer of 2010 and winter of 2013. Best case scenario, that’s more than 6 years ago. 

In the last six years, I would venture to guess that….

  1. You’ve learned a few things about this SharePoint collaboration tool.
  2. Your company’s organization structure has probably changed, at least a little bit. 
  3. You’ve added a new teammate or two to the organization who probably brought some new ideas and questions.
  4. You may have documents that you simply don’t have a use for any longer and should probably no longer retain. 


If any of the above statements apply to you, please – I’m begging you – consider starting fresh in your new SharePoint environment. Yes, this will require time, planning, and resources to do so, but your organization will be much more successful in their adoption of the toolset through a thoughtful plan rather than a lift and shift of your early learnings.

 

3. Go it on your Own v. Ask for Help!

 

Technology changes and major migrations may seem daunting, especially when forced based on a retirement date. Don’t be afraid to ask for help! HBS has a team of skilled and enthusiastic SharePoint / Office 365 consultants who have done many migrations and can help you through your project. From the very first decision point, HBS can guide you through the decision-making process through to a successful migration into your new SharePoint environment!

 

Kelly Grosskreutz
About the Author

Kelly Grosskreutz
Business Productivity Manager


Kelly has been a self-proclaimed Microsoft enthusiast for over a decade, spending most of her time as a SharePoint groupie. Her background ranges from global SharePoint collaboration implementations to Skype for Business telephony replacement, and – of late – expansion into the Microsoft Dynamics toolset. Kelly now leads the growing Business Productivity practice at Heartland Business Systems where the team specializes in delighting customers with technology solutions that simplify their lives, streamline processes, and inject a spark of innovation into their daily routines.

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