Migrating to GCC High cloud is a critical step for organizations that need to meet strict compliance requirements for handling sensitive government data. However, the process is complex and requires careful planning. To help facilitate a smooth transition, we’ve divided the key considerations into two parts. This first post will focus on five foundational steps that lay the groundwork for a successful migration.
1. Develop and Approve a Licensing Removal Plan
Before initiating any migration activities, establish a clear plan to deactivate licenses in the commercial tenant. Microsoft enforces a strict 30-day timeline for organizations to remove licenses from their original tenant, making this step non-negotiable. Without a proper plan, your organization could face unexpected billing or compliance issues.
Create a timeline, assign responsibilities, and communicate the plan to all stakeholders, ensuring customer approval in advance. Address any overlapping contractual obligations and set reminders to avoid accidental delays.
Pro Tip: Build buffer periods in your timeline to account for any unforeseen delays, ensuring compliance within Microsoft’s window.
2. Understand Existing M365 Data Management Needs
Evaluate the client’s current M365 data management setup to identify whether they already utilize cloud backups. This includes understanding the tools or third-party services in use for backup and recovery. Determine if the client has specific data retention timelines dictated by industry regulations, compliance requirements, or internal policies. If compliance standards require data to be retained for a set period, ensure the transition plan accommodates these needs without jeopardizing data accessibility or security. Collaborate closely with the client to define the scope of their data preservation requirements and ensure that these align with Microsoft’s retention policies and guidelines.
Best Practice: Thoroughly evaluate and classify the data before migration. Work with the client to identify critical, sensitive, or legacy data that may require special handling during the transition. Data classification ensures that the client can prioritize the migration of essential information while optimizing storage costs by archiving or excluding redundant or obsolete files. This step not only streamlines the migration process but also helps maintain compliance with data governance standards.
3. Validate User Counts in Source and Destination Tenants
Reconciliation of licensed user counts between the source and destination tenants is essential to avoid missing accounts or licensing errors. It ensures a seamless transition for end-users, with no disruption to their workflows or access.
Perform regular audits to compare the active user counts in both tenants. During this process, involve departmental leads or supervisors to confirm that every necessary user is flagged for inclusion in the migration process.
Best Practice: Maintain an updated list of all users throughout the migration stages to monitor changes and address inconsistencies promptly.
4. Assign Correct Licenses to All Users
Post-migration, each user in GCC High must retain the same license type they had in the commercial tenant. This is crucial to maintain access to tools like Microsoft Teams, Exchange, and OneDrive. However, it’s important to note that GCC High licenses might have slight variations compared to commercial licenses. Review and align these licenses during planning to meet operational needs.
Automating this process with tools like PowerShell scripts can help streamline license assignments and minimize human error. After migration, validate the assignments to ensure every user’s access is intact.
Important Note: Engage the customer early to help them understand licensing differences and set expectations accordingly.
5. Reconcile Shared Mailboxes Between Tenants
Shared mailboxes play a vital role in many organizations, enabling team-wide communication and collaboration. Confirm that the shared mailbox count in the commercial tenant matches the count in the GCC High tenant. This reduces the risk of missing data or causing workflow disruptions during migration.
Create a detailed inventory, including associated permissions, such as “Full Access” or “Send-As.” After migration, test every shared mailbox to validate its functionality in the new tenant.
Pro Tip: Assign an administrator to oversee shared mailbox testing to resolve mismatches or missing permissions quickly.
6. Understand the Current Email Security Tools
Evaluating current email security tools is a crucial component of the migration process. Begin by identifying the tools and policies currently in use for email security. These may include anti-phishing protections, malware detection, spam filters, and data loss prevention (DLP) policies. Understanding how these tools integrate with the existing environment will help determine whether they are compatible with the GCCH environment or if adjustments will be required.
Compatibility is a key concern, as not all commercial email security solutions are designed to operate within the GCC High environment. Determine if the client’s tools can be reconfigured for GCCH compliance or if replacement solutions are necessary. Review security configurations, and consult with the email security vendor to confirm cross-compatibility or necessary upgrades to maintain compliance with GCCH standards.
Best Practice: Before initiating migration, conduct a thorough compatibility assessment of all existing email security tools. Engage the vendors of these solutions to verify their operability within GCCH. This proactive approach prevents interruptions to security coverage and ensures continued protection of sensitive data in compliance with government standards.
7. Are Teams Voice and Audio Conferencing being Used?
If the client utilizes Teams Voice and audio conferencing dial-in numbers, it is important to note that these features are not natively available in the GCCH environment. To enable this functionality, a third-party integrator must be engaged to configure and support the required capabilities. The integrator will bridge the gap between the client’s needs and the limitations of the GCCH environment, ensuring a seamless user experience and maintaining compliance with government-mandated standards.
Best Practice: Before transitioning to GCCH, conduct a thorough evaluation of current Teams Voice and audio conferencing requirements. Collaborate with a qualified third-party integrator early in the migration process to ensure that the necessary configurations are made without disrupting communication workflows. This proactive strategy safeguards operational continuity and facilitates a smooth transition.
8. Finalize and Configure Access Permissions
Permissions for “Full Access,” “Send As,” and “Send on Behalf” need to be meticulously replicated in the GCC High tenant. Misconfigurations can lead to miscommunication or stalled productivity.
To streamline this process, develop a permissions matrix that details configurations for every user and group. Finalize and share this list with the customer for their approval before implementing. Testing permissions post-migration can reveal any errors or omissions that require immediate attention.
Best Practice: Designate specific administrators to perform post-migration testing and address any issues proactively.
Wrapping Up Part 1
The first half of the migration process focuses heavily on preparation—ensuring alignment between source and destination tenants, maintaining accountability for users and licenses, and resolving data compatibility issues. By covering these considerations early, you can mitigate risks and pave the way for smoother execution. In Part 2, we explore final steps, including handling non-migrated accounts, archive mailboxes, and user training.
