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Notes to SharePoint - Part 1
This is the first of a series of articles on the initial stages of a Notes to SharePoint migration. This one deals with finding the databases in use.

Here's the plan so far.
1. What to Migrate.
2. Eliminate the System databases.
3. Find the easy ones to migrate.
4. Use Notes ACLs to determine the security.

What to Migrate
My experience is that 60% of Notes databases are not being used. So how do we go about finding out which ones are in use?

Several years ago, I was called to a pharmaceutical company to help them retire their Domino servers. Notes applications had been developed and after a while some fell into disuse. The Notes Developer left the company and they would occasionally call me to update their applications. The IT manager called me and asked my advice. We had a list of 300 Notes databases. This was going to take a while

By default there is a process that runs on each Domino server at 2:00 AM. It updates the Catalog of databases. At first glance it looks like it hold all the information that we need to know.


When we scroll to the bottom of this page we can see some statistics


Let's dig a little deeper and look at the details. From the Database Properties we can see User Detail


User Detail reports Reads from Cirrus and Stratus. Cirrus and Stratus are other Domino servers in my environment. There is scheduled replication which generates "user activity". So to get a true picture we need to ignore all activity from other servers.


At the pharmaceutical company, I found that over 85% of the accesses were attributed to me. I hadn't been on site in several years. I had written agents that would run nightly to see if tasks were overdue and send a mail message to the user. So to get a true picture of the user activity we needed to ignore all activity from John Vanderhoff and any other developers.

Now we need to dig into the User Detail. So lets look at the usage using a third party tool.

So we see 6,931 reads in the past 36 days.

Let's look at the Details by user

So much nicer to read. Each unique user/server's activity is summarised. So John Vanderhoff read and wrote this database and the other servers also read it.

So let's exclude the servers and me from the count.


Now when we re-scan we can see that we have 74 fewer reads in the last 36 days.


We haven't lost the information about the servers and myself. We just don't include the information in the totals.


The summary will tell you who your users are actually using the application if any. This information along with the Permissions / ACL will lead you to the business owners. At the pharmaceutical company we found that there were 8 of the 300 databases we currently being used. and we knew the names of the people that were using them. The job had shrunk from 300 to 8.

BONUS
If you know Notes application development, you will be pleased to hear that all of this data resides in a Notes database and you can create your own reports or export the data to Excel.


Author's Background
I am a Notes/Consultant with twenty-seven years of experience (almost exclusively with Lotus Notes / Domino). My experience with Notes began when I worked as a Senior Computer Consultant for Price Waterhouse. In 1993, I went to work for Lotus Development Corporation as a Senior Notes / Domino Instructor. I started teaching Application Development and System Administration with Version 3. Helped to develop the course materials for Version 4.x and Release 5.x When LotusScript, Javascript and Java were added to Notes/Domino I started teaching these programming languages.

In 1995, IBM acquired Lotus. For several years we were left alone and the culture did not change. It was a lot of fun to work for Lotus. In 1999 the handwriting was on the wall and I decided it was time for me to leave. So I established V&M to do Lotus Notes/Domino Application Development, System Administration and Training. I've been at it ever since. The life of the consultant is constantly changing. It has given me the chance to travel across Canada and the United States, Scotland, England, Bermuda, Jamaica, Barbados and Hawaii. No travel to the Far East yet. Anyone?

For the last seven years I have been helping companies move their data from Lotus Notes to the Microsoft platform.

Some thoughts on Notes to Exchange Migrations
Migrating from Lotus Notes to Microsoft - Very easy and very hard
Pre- Migration Report that I use
Encrypted Mail Choices
Export a Notes View to CSV
Mail Migrations Using the Cloud
Mail Migrations - Some Lessons Learned
Speeding Some Migrations
Redirecting Mail Migration Traffic
One post migration story
One Approach to Mail Rules
Remove Encryption Button
Microsoft's "Secret" Mail Migration Tool
NME Migrations from a secondary Domino Directory
How to remove encryption from a Notes database
NME and Secondary Address Book
Multi File Selector for Binary Tree CMTe
Problem Mail Files for NME (Notes Migrator for Exchange)
Using a Staging Server for Notes to Exchange migrations
SmartCloud to Office 365
Notes2SharePoint Part 1
Migrating Private Folders
Different roles in an email migrations
What to do with Profile Docs during a Migration

If you would like to see my resume
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Copyright 1999-2017, John Vanderhoff. All rights reserved. This document is NOT in the public domain and remains the property of John Vanderhoff. Distribution or modification of this document without the knowledge, review and express permission of John Vanderhoff is strictly prohibited.