Migrating to Google Workspace: Part 1 – The Data

Client: Kevin Harris Architect (KHA) – “Architectural Firm”
Industry: Architect for custom homes, residential renovations, and design consultant
Location: Baton Rouge, Louisiana, USA
Project: Data Migration from On-Premise File Server to Google Drive
Migration timeframe: April 2024 – July 2024

1. Executive Summary

This case study examines the process we used for a successful migration from a Synology Network Attached Storage (NAS) providing on-site file server services to Google Drive for KHA. It explores the steps taken, tools used, and advantages gained by the client when going through the migration to Google Workspace. Details of the migration strategies, challenges, and results are also provided. As our client is in a hurricane-prone part of the US, moving their company data offsite was imperative and significantly reduced the owners’ burden when an evacuation takes place.

2. Challenges:

Location: We are located in the northwest suburbs of Chicago, while KHA is located in Baton Rouge, Louisiana. Our solution had to work on a completely remote basis and provide alternate connection solutions if one remote connection went down.
Data Volume and Complexity: The client had a decent amount of data (approximately 2.4 TB) stored on their file server–a Synology Network Attached (NAS) device. The data included various file types, such as documents, spreadsheets, images, videos, CAD files, etc.
Bandwidth Limitations: Due to limitations on network speed, we needed to perform the entire migration limited to 100 Mbps over several weeks.
User Adoption: Transitioning users from a familiar file server environment to Google Drive required training and support to ensure smooth adoption and minimize disruption to workflows.
Minimal Downtime: The migration needed to allow our client’s team to work as usual while the data was copied up to Google Drive.
After Hours Uploading: This was done due to the limited bandwidth of their internet connection and the amount of data that needed to be migrated.
Limited Reporting: Cloud Sync (the software used to facilitate the migration) is not verbose in how much data is left to move. We tracked this information manually using a spreadsheet, comparing the size of a folder on the NAS (source) to how much data was transferred to Google Drive (destination).

3. Solutions:

Planning and Assessment: We evaluated the existing server environment, including the number of users, folder/directory sizes, and data file types. Generated a spreadsheet (using Google Sheets) to track the amount of data, how much was copied, and task completion via a checklist.
Remote Connection: We had to ensure multiple options to connect to the on-site NAS. We utilized a VPN connection to the client network, a remote desktop connection to an on-site computer using Splashtop, and a second computer using BlueSky Connect. We also had Synology’s QuickConnect setup.
Google Workspace: The client created a Google Workspace account and provided us with a Super Admin user account to work within. We also temporarily assigned that user a license, which is required to have full access to Google Drive and Shared Drives.
Data Backup: Multiple backups were already in place for the NAS data before initiating the migration process to ensure data safety. We also had Dropsuite set to back up the data in Google Workspace beforehand. This made the initial backup of the data in Google Workspace able to be completed in more incremental steps, rather than opening the floodgates after all the data was already migrated.
Phased Approach: We started with a smaller directory to verify data from the on-premise NAS was able to upload successfully. Our client’s lead on the project was tasked to review the initial upload. We then re-created the existing top-level shared folder of the Synology NAS in Google Drive, which gave us the ability to match the source (NAS) to the destination (Google Drive).
Migration Tools: We used Synology’s Cloud Sync app in one direction. Using the Upload local changes only to push data from the server to Google Drive and leaving Don’t remove files in the destination folder when they are removed in the source folder unchecked. The NAS was in active use during the migration.
Migration Execution: We set up one sync task for each shared folder (source) to the Google Drive folder (destination). When one task finished with the initial upload, the next source and destination task was created. We continued this process until all data was uploaded.
Bandwidth Optimization: Since the data was getting uploaded/refreshed/changed on the NAS as our client’s team made them, those changes were scheduled to upload into Google Drive between 5 p.m. and 8 a.m. Monday through Friday and all day on the weekends. Again, due to the limited bandwidth available. This was accomplished with Synology Cloud Sync scheduling.
Google Drive to Shared Drives: This was done due to a few minor limitations on Shared Drives. Before the final cut-over day, we moved the contents of the Google Drive folders to a matching Shared Drive. The process to move was fairly quick; we chose a Friday to complete the process so it would be complete for our user training meeting the following Monday. During this time, the upload in Cloud Sync was removed, and everyone was limited to read-only access on the NAS.
User Permission: We noted the permissions on the NAS and created all the user accounts in Google Workspace for our client. Then, we assigned the same permissions to the Shared Drives, ensuring access was maintained the same way it had been on the NAS.
Choosing a cut-over date: When the initial data transfer was completed, we monitored changes for a week, verifying incremental updates were able to complete in a timely manner. We met with our client to go over next steps, choose a cut-over date to discontinue use of the NAS, and schedule user training on Google Workspace. The cut-over date was set for a Monday for the team to start using Google Drive to access company files.
User Training: We scheduled an all-hands virtual meeting before the migration process began so they knew ‘what to expect’. After the migration process was completed, we met again to pick a cut-over day and to verify everyone was able to access the Shared Drives. The Shared Drives were in Read-Only so that they could see but not change the files yet.
File Access: We installed Google Drive on their computers via Munki and demonstrated how to access files from both the Google Drive web interface and the Google Drive desktop app.
Post-Migration Support: During each meeting, we provided plenty of time for Q&A. This client has been a long-time subscriber to our Business Support Plan, so they know how to get a hold of us and know that we welcome all questions. We also left the NAS up in read-only form so that if anything was missing, it could be manually opened and/or copied.

4. Results

Eliminated Office VPN: Accessing company files is now easily and securely accessed by the team without the need to open a connection through the office network to connect to the server. This makes for frictionless access of company files.
Improved File Collaboration: Integration with other Google Workspace apps enables seamless collaboration. Sharing and accessing files via Drive allows for instant changes and collaboration. Gone are the days of uploading and downloading documents hoping the team is working on the correct version of a document.
Increased Storage and Accessibility: Google Workspace offers generous storage quotas, allowing users to retain important documents without worrying about storage limitations. Cloud-based access ensures that files stored in Google Drive are accessible from anywhere, on any device—especially useful in the case of an evacuation.
Scalability and Reliability: Google’s infrastructure ensures high availability and reliability, minimizing downtime and ensuring consistent file access. The migration removed the need and stress of relocating critical equipment in a “hurricane box” during an evacuation.
Cost-Effectiveness: While there is a subscription fee, Google Workspace can be more cost-effective in the long run compared to managing on-premise file storage. Reduced IT overhead and increased productivity contribute to cost savings. We offered up this solution knowing it would reduce the amount we would bill KHA, but we knew this would be the best option for them. This resulted in a savings of 5% per month in IT costs versus maintaining the NAS.
Additional Savings: Google Workspace (via Drive) eliminated the need for five separate Dropbox accounts. The company also moved to using Google Meet from Zoom. This saved the company an additional $756/year by eliminating those subscription costs.

5. Conclusion:

The migration to Google Drive proved to be successful for KHA. Migrating to Google Workspace now provides numerous benefits for KHA, including a secure, scalable solution that provides integrations with existing tools and an easy transition when working remotely. The phased approach, combined with thorough planning, effective communication, and comprehensive training, ensured a smooth transition for all users. Now, if a hurricane hits or the power is out, everyone just takes their laptop, finds internet and safety, and they’re back online instantly.

6. Lessons Learned:

Multiple all-hands meetings proved to be valuable and enabled everyone to be fully prepared for the transition.
Reading all the limitations of Google Drive and Google’s Shared Drives better prepared us to know what to look for that could be an issue.
If the client network has limited bandwidth, schedule uploads outside business hours, even if it ultimately takes longer to complete.
On future projects similar to this, we migrated the data directly to Shared Drives, eliminating the need to move it at a later date.

7. Next Steps: