Master this essential documentation concept
The process of transferring data, documents, or systems from one platform or format to another, typically during software transitions
Migration is a critical process for documentation teams involving the systematic transfer of content, metadata, user permissions, and workflows from one documentation system to another. This process ensures business continuity while enabling teams to leverage new features, improved performance, or better integration capabilities.
When planning a migration between systems or platforms, your team likely captures critical knowledge through training sessions, stakeholder meetings, and technical walkthroughs. These video recordings contain valuable insights about migration paths, potential pitfalls, and technical requirements that shouldn't remain trapped in lengthy recordings.
The challenge arises when team members need to quickly reference specific migration steps or requirements. Searching through hours of video content to find that crucial 2-minute explanation of a data mapping rule or compatibility issue wastes valuable time during an already complex migration process. This becomes particularly problematic when different team members need access to the same information at different stages of the migration.
By converting your migration-related videos into searchable documentation, you create an accessible knowledge base that supports smoother transitions. Technical teams can quickly find precise instructions for data mapping, system requirements, or validation protocols without rewatching entire recordings. This transformation also makes it easier to update migration documentation as requirements evolve, ensuring your team always works from the most current information.
Organization using outdated wiki software with poor search functionality, limited formatting options, and no mobile responsiveness, making it difficult for teams to find and update documentation.
Migrate content from legacy wiki to a modern documentation platform with advanced search, rich formatting, and responsive design.
1. Export all wiki pages and attachments 2. Analyze content structure and create mapping schema 3. Convert wiki markup to new platform format 4. Import content in batches with validation 5. Redirect old URLs to new locations 6. Train users on new platform features
Improved user experience with 40% faster content discovery, mobile accessibility, and enhanced collaboration features leading to increased documentation usage and updates.
Documentation scattered across multiple platforms including Google Docs, Confluence, and file shares, creating information silos and making it difficult to maintain consistency and find relevant content.
Consolidate all documentation sources into a single, centralized platform with unified search and navigation.
1. Inventory all documentation sources and content types 2. Establish content taxonomy and organization structure 3. Prioritize content by importance and usage frequency 4. Migrate high-priority content first with proper categorization 5. Implement content governance policies 6. Decommission old platforms gradually
Centralized knowledge base with 60% reduction in time spent searching for information and improved content governance leading to higher quality documentation.
Technical documentation exists in various formats (Word docs, PDFs, HTML files) making it difficult to maintain version control, search content effectively, and ensure consistent formatting across the organization.
Migrate all documentation to a standardized format within a unified platform that supports version control and consistent styling.
1. Define standard templates and style guidelines 2. Convert documents from various formats to platform-native format 3. Establish naming conventions and folder structures 4. Import content with proper metadata tagging 5. Set up automated formatting and style enforcement 6. Create approval workflows for content updates
Standardized documentation format with improved version control, 50% reduction in formatting inconsistencies, and streamlined content approval processes.
On-premises documentation system limiting remote team access and collaboration, especially critical during distributed work scenarios where team members need reliable access to documentation from various locations.
Migrate documentation infrastructure to cloud-based platform enabling secure remote access and real-time collaboration.
1. Assess current system architecture and dependencies 2. Choose cloud platform with appropriate security features 3. Set up secure authentication and access controls 4. Migrate content with encryption in transit and at rest 5. Configure backup and disaster recovery procedures 6. Test remote access scenarios and performance
24/7 global access to documentation with 99.9% uptime, improved collaboration features, and reduced IT infrastructure costs while maintaining security compliance.
Before initiating any migration, perform a thorough inventory of all existing content, including documents, images, videos, and metadata. This audit helps identify content gaps, outdated materials, and dependencies that could impact the migration process.
Break down the migration into manageable phases, starting with the most critical content and gradually moving less essential materials. This approach reduces risk and allows for learning and adjustment throughout the process.
Keep both old and new systems running simultaneously during the migration period to ensure business continuity and provide fallback options if issues arise. This overlap period allows users to adapt gradually.
Maintain SEO value and user bookmarks by preserving existing URL structures where possible, or implementing proper 301 redirects to new locations. This ensures external links continue to work and search rankings are maintained.
Develop training materials and support resources to help users adapt to the new platform. Include both self-service resources and live training sessions to accommodate different learning preferences and technical skill levels.
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