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The Business Benefit of the Sync’n’Switch Approach

Apr 2, 2015 by Orlaith Palmer

Over the past two decades, email use has emerged as the most crucial tool of everyday business operations. As the contents of emails become increasingly essential, our email clients have become the initial access point for information we require on a daily basis. The latest sales presentation for example, that recent spread sheet from finance, or an interesting article you vaguely remember a colleague sending to you.

If we were more organised, we might’ve carefully stored the necessary information in an easily locatable place on our local machine or perhaps on SharePoint. Unfortunately, especially due to the volume of our emails, we often don’t, which is why we end up querying Outlook for the data we’re looking for.

Due to the proliferation of this approach in the professional environment, the risk of users being unable to access their emails due to disruption can have a direct impact on their productivity as they fail to access the resources they need to complete their activities.


This is a constant concern for IT departments and one of the riskier elements of an email archive migration. The thought of disrupting access (or, in the worst case, losing emails) has left many understandably preferring to maintain their existing storage platforms even when considering the high cost of doing so when compared to migrating to cloud provisioned options such as Proofpoint or Office365.

However, there is a safe and proven method to approaching this issue which avoids the risks of data loss or lack of access. By synchronizing email archives to the target in the background, users can access their emails as usual. Daily deltas are recognized and synchronized continuously so that at the point where the user migration itself takes place, (the switch), the user has access to both the new as well as original source data. Once the user has been successfully synchronised, their access can be switched over to the new system.


This approach has been used to great effect even in large scale, high-complexity environments. Fujitsu Australia wanted to move to a newer archive platform to provide a better experience for their users. Also, with growing mail volumes, they wanted to take the load off their E.V environment to better handle the nightly archiving of mailboxes. This would require a switch from a single vault store, to three.

Once Fujitsu’s live Microsoft Exchange mailbox migration had completed for a group of users, “Sync’n’Switch” switched the users in order to finish the archive migration to the new environment. The automatic conversion of mailbox shortcuts and decommissioning of the old EV archive platform formed the final part of the workflow.

“This was a hugely successful project as we did not have any user interruptions while the data was being moved. Knowing that there had been no disruption made our lives a lot easier.” Chiara Jones – Platform Services Manager.

Any projects concerning company emails should not be taken lightly and even in the case of an archive migration, there’s no need to take any undue risks to get great value from new, more cost-efficient platforms such as Office365. Sync’n’Switch can provide an entirely safe, independently verified and non-disruptive email migration project to help you take faster advantage of more cost-effective platforms.


Learn more about Sync’n’Switch
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