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Dumping many Notes databases as archives on SharePoint (Online) with IONET Export Map

  • Posted by Marten Vosmer
  • March 19, 2019
  • IONET

At Lialis we are a very happy user of the IONET Archiver software in the Notes decommissioning projects we do for our clients. Till recently we have used the IONET Archiver for:

  • Migrating end user PC based NSF files to Outlook.
  • Migrating end user PC based PST files to Outlook.
  • Notes database archiving where we need to create a fancy Notes view in the SharePoint library so the user recognizes it from the original Notes app

IONET recently added a new feature to its Archiver software: the ‘export map’.

The export map allows us to ‘dump’ the content of a vast number of Notes databases to a SharePoint site (or multiple sites) in one go with minimal effort.

We use export map to archive those databases that don’t need a very fancy look&feel in SharePoint (Online) since the data usage is very limited. So the way the archive is carried out is less fancy compared with this method which is used for the more frequently accessed databases

Export map does not take into account the Notes database design and all Notes security is removed. Response documents are supported out of the box, attachments are migrated and all content in the Notes database is dumped. So the “real” content and all supporting content, like settings, logs and all the other stuff that’s in the Notes database, is exported as well.

The trick lies in exporting the Notes views the Notes database has to the SharePoint library so the user can find back its documents. A sample dump is displayed in the image below.

The SharePoint folder .ExportMap displays all the Notes views the Notes database has, converted to HTML files.

All the ‘not hidden’ Notes views are exported, similar to the “system” Notes views the user does not see in the Notes database navigator or outline. But this is fine for our clients. The user will have to try some SharePoint views to find the right one in order to navigate to the content in SP.

The image below shows how the ‘By Date ExportMap file/view’ looks in SharePoint .

Below you see an example how a converted Notes document is displayed in SharePoint (Online):

The advantage of IONET export map is that it allows dumping of many Notes databases with very minimal effort from Lialis. Our tasks are limited to:

  • Install a New Domino server on a Azure windows server
  • Replicate all Notes databases in scope for the dump to this new Domino server (we have a tool to do this)
  • Install and configure IONET. The trick lies in getting the SharePoint Online powershell commands, needed to upload the converted Notes content to SharePoint Online, to work
  • Kick off the dump of all Notes databases in one go and monitor the progress. Dumping can take days or weeks depending on the amount of content

An additional benefit of this method is that the standard SharePoint library view limit of 5000 items is not a problem because the .Exportmap folder holds html files with the Notes views as they were in the past.

The .Exportmap folder may be named differently.

The exportmap solution will provide you a very cost efficient way to keep access to data that you need to maintain e.g. for legal or financial purpose but that is accessed less frequently.

Please contact us here in case you are interested