Preserving Metadata When Migrating Sharepoint Libraries And Lists

Why Metadata Matters

Metadata provides critical context and enables findability of content in SharePoint. Attributes such as columns, content types, version histories, and workflows contain information that gives meaning to files and items stored in SharePoint lists and document libraries. Losing this metadata during a SharePoint migration can have wide-ranging consequences that break solutions relying on that data.

For example, a document library may contain columns for client name, account manager, contract number, and other attributes that allow users to search, filter, and find documents related to specific accounts or deals. Content types classify items and define additional columns, workflows, and behaviors for specific types of content. Version histories provide an audit trail showing incremental changes over time.

If any of this metadata gets lost when moving the SharePoint content to a new farm or environment, it can render solutions built around these attributes broken. Workflows expecting certain columns will fail, search solutions will no longer find content without metadata tags, and processes relying on version histories being preserved may no longer function properly.

Common Migration Pitfalls

When planning a SharePoint migration project, organizations often underestimate metadata preservation. Common mistakes include:

• Using manual techniques like copy-paste or robocopy instead of purpose-built SharePoint migration tools. Such manual techniques typically fail to preserve all metadata associated with libraries and lists.
• Not properly mapping columns, content types, and other metadata elements from the source to destination SharePoint environments. Any unmapped elements will get lost during the migration.
• Forgetting to enable versioning on destination libraries. Even if version histories migrate, they will not continue to capture changes unless versioning gets enabled.

These kinds of oversights can lead to situations where migrated content loses critical metadata and context needed for existing solutions to continue functioning. For example, a contracts library may lose the Department column metadata used for security trimming, causing errors in applications expecting that attribute. Or workflow tasks assigned based on Client Name values may break because that column failed to migrate into the destination library.

Best Practices

Organizations can avoid metadata preservation pitfalls by following these SharePoint migration best practices:

Use SharePoint Migration Tools

Instead of manual techniques like copy-paste or robocopies, use purpose-built SharePoint migration tools that preserve all associated metadata. Examples include ShareGate, AvePoint’s DocAve Migrate, Metalogix’s Content Matrix, and Microsoft’s SharePoint Migration Tool (SPMT). Such tools provide fidelity when migrating columns, content types, version histories, permissions, workflows and other metadata.

Map Columns and Content Types

Before starting the migration process, carefully map out source and destination SharePoint structures, paying close attention to columns, content types, managed metadata terms and other metadata elements. Configure any new columns, content types, or taxonomy structures needed in the destination SharePoint environment. Then map source and destination metadata elements within the migration tool settings to ensure successful preservation.

Configure Destination Libraries

Correctly configuring destination SharePoint libraries before migration is also important for metadata preservation. This includes enabling key settings like versioning on document libraries to maintain change histories. It also includes security planning to apply appropriate permissions and access levels post-migration to content.

Validate Metadata Post-Migration

Upon migrating SharePoint content, validate that source metadata properly carried over to the destination by spot checking items. Open random documents or list items to check targeted columns and content types migrated as expected. Review version histories to confirm they remain intact through the migration process. Identify any gaps upfront to address before decommissioning legacy environments.

Troubleshooting Issues

Despite best efforts, some metadata preservation issues can still occur during SharePoint migrations. Common problems include:

• Incorrect column or content type mappings – Resulting in key metadata failing to migrate or getting corrupted in the process.
• Lost version histories – Due to forgetting to enable versioning on destination libraries before migration.
• Broken workflows – Workflow task outcomes dependent on specific metadata columns may break if underlying metadata changes.

Addressing these kinds of issues may require going back and remapping columns or content types, restoring version histories from backups, or editing workflows to reference mapped destination metadata. Having clear and validated requirements upfront minimizes troubleshooting efforts downstream.

Recover From Backups

Should issues arise with corrupted or lost metadata, administrator privileges to source SharePoint environments can help troubleshoot and recover from backups. Quickly enabling previous versions in SharePoint restores missing drafts, revisions or version histories that may get lost in migration. Exporting list items into spreadsheet formats also provides metadata audit trails if required.

Remap Workflows

Custom workflows dependent on specific metadata columns often break when pointed at new SharePoint environments post-migration. Business analysts must edit and remap workflows to destination libraries, lists, and metadata elements using the same tools used to originally create them such as SharePoint Designer.

Proper validation procedures during migration planning should catch these issues early onappropriate parties have a chance to remediate them prior to decommissioning legacy SharePoint environments.

Example Migration Plan

Every SharePoint migration project requires upfront planning for metadata preservation. Documenting current SharePoint site structures, metadata schemas, migration timing, validations checks, and troubleshooting contacts proves invaluable. For example, a sample high-level migration plan may contain:

Source Details

• SharePoint Farm URL: https://sp2010
• Site collections migrating: HR, Legal, Finance
• Document libraries: Contracts, Policies, Employees
• Key columns: Client Name, Account Manager, Department

Destination Details

• SharePoint Farm URL: https://sp2013
• Site collections created: HR, Legal, Finance
• Document libraries: Client Contracts, Company Policies, Staff
• Column mappings: Client Name > Customer Name; Account Manager > Sales Rep

Migration Tool Settings

• ShareGate version 12.3
• Enable full fidelity for documents, versions, workflows
• Preserve timestamps and ownership
• Use custom column mapping file: metadata_map.csv

Validation Checks

• Sample audits on version histories in 10 document libraries
• Sample audits on column data for 50 list items
• Check all large Workflows associated with over 10 items

Having this level of detail prescribed upfront, along with clear troubleshooting contacts, helps migrations run more smoothly and minimizes metadata preservation risks.