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Lotus Notes Migration to Compliance-Ready SharePoint Archive
Client: Global Technology Firm
Migr8IT delivered a large-scale content migration project that transformed over 345,000 Lotus Notes records into a structured, fully searchable SharePoint archive. The archive was of significant importance to the client, a heavily regulated business that relies on the data for compliance, audit, and operational continuity.
Using Migr8IT’s proprietary high-fidelity conversion tooling, all Lotus Notes documents were converted to PDF while preserving the original structure, metadata, and layout. The resulting PDFs are fully indexed and searchable within SharePoint, enabling users to quickly locate and view historical information without requiring access to the legacy Domino environment.
The solution provided a secure, permanent, tamper-resistant archive that retained the full look and feel of the original Lotus Notes documents, ensuring long-term accessibility and regulatory compliance.
This project marked a major milestone in our digital transformation effort, allowing us to safeguard critical business data for the future.
Client's Project Manager
345,000
Lotus Notes records securely migrated and converted to searchable PDF format
200,000
Lotus Notes file attachments securely migrated with metadata
100%
Of data preserved for compliance
Strategic Benefits
Migr8IT’s archive migration provided the client with a permanent, compliant, and fully accessible record store, ensuring the long-term value of historical data while removing dependence on legacy systems.
LONG-TERM DATA PRESERVATION
Critical business records were retained in a stable, durable format, ensuring continued access long after Domino retirement.
OPERATIONAL INDEPENDENCE
The organisation can now access historical information directly through SharePoint without maintaining Lotus Notes infrastructure.
DATA SECURITY, COMPLIANCE AND GOVERNANCE
The PDF archive provides secure, auditable records aligned with corporate and regulatory retention standards.
ENHANCED DISCOVERABILITY
Metadata-driven indexing and full-text search improved knowledge retrieval and user efficiency.
COST AND RISK REDUCTION
Decommissioning the Lotus Notes application lowered ongoing licensing, hosting, and support costs while reducing security exposure.
FUTURE SCALABILITY
The archive framework can be extended to additional Lotus Notes databases or other structured data sources, supporting future digital transformation goals.
Business Impact
Migr8IT’s archive migration delivered immediate operational and usability improvements across the organisation. By transforming 345,000 Lotus Notes records into a structured, fully searchable SharePoint archive, users gained fast access to historical information without the complexity of legacy systems.
IMPROVED ACCESS TO INFORMATION
Users can quickly search and retrieve historical records directly from SharePoint across a range of devices.
IMMUTABLE RECORD INTEGRITY
All documents were converted to non-editable PDFs, ensuring the authenticity and evidential integrity of archived records.
INCREASED EFFICIENCY
Full-text search and metadata filters significantly reduced the time required to locate documents.
BUSINESS CONTINUITY
Key historical data remains accessible and usable even after decommissioning the Domino environment.
SIMPLIFIED USER EXPERIENCE
The archive retained the original document layout and structure, minimising training and improving user confidence.
STRENGTHENED COMPLIANCE
The archive provides a verifiable, tamper-resistant record store supporting audit and regulatory processes.
Measurable Outcomes
345,000 RECORDS SECURELY MIGRATED from Lotus Notes to SharePoint with zero data loss.
200,000 FILE ATTACHMENTS MIGRATED
with metadata.
100% COMPLIANCE
continuity maintained throughout migration, meeting all audit and regulatory requirements.
ZERO DOWNTIME during transition, users retained access to operational data throughout the project.
100% DOCUMENT FIDELITY, original metadata, formatting, and structure preserved in conversion.
FASTER DOCUMENT RETRIEVAL thanks to SharePoint search indexing and PDF conversion.
REDUCTION IN IT OVERHEAD, with the Domino environment fully decommissioned post-migration.
LONG-TERM COST SAVINGS through simplified infrastructure and no need for Notes client licensing or maintenance.
Frequently Asked Questions
What does 'Compliance-Ready SharePoint archive' mean in this context?
It means we migrate legacy applications, documents and attachments from your HCL Domino / IBM Lotus Notes environment into a structured, searchable archive within Microsoft SharePoint Online (or another SharePoint-based setup). The data is converted (often to PDF) with preserved metadata, formatting, and structure to ensure long-term accessibility and compliance.
Can you only convert Lotus Notes documents to PDF?
No, PDF is just one option. Our proprietary tooling can convert Lotus Notes documents into high-fidelity PDF, HTML, and Microsoft Word (DOC/DOCX) formats.
When you choose Word output, the documents remain active, meaning they can still be edited, annotated or processed by downstream systems where required. PDF and HTML versions offer fixed, tamper-resistant representations suitable for long-term retention.
Across all formats, we preserve the original Lotus Notes document layout, formatting, rich text, tables, embedded content, and metadata. That fidelity ensures your SharePoint archive remains both compliant and trustworthy, giving you a like-for-like view of the original documents without relying on the thick client.
What if I only want to migrate metadata and /or attachments?
Our tooling supports migrating just the metadata, the attachments, or both, without generating a full document rendition. In many cases, organisations only need the raw content and descriptive fields preserved in SharePoint, especially when the original Lotus Notes document layout isn’t required for compliance or operational use.
This lighter-weight approach still gives you a clean, searchable archive in SharePoint, but avoids the overhead of producing high-fidelity document versions when they aren’t needed.
Can we build Power Apps using the migrated data?
Yes. Once your data is migrated into SharePoint, it becomes fully available for use inside the Microsoft Power Platform. You can build Power Apps to view, edit, search, or report on that data, depending on whether you’ve chosen a read-only archive or a fully interactive migration.
If your goal is to modernise the original application rather than simply archive it, we can design the target structures to be Power Apps-ready from day one. That makes it straightforward to extend the data with workflows in Power Automate, dashboards in Power BI, or custom low-code applications across Microsoft 365.
Why would an organisation archive its Lotus Notes data to SharePoint rather than fully migrating the application?
Archiving to SharePoint is a strategic option when you want to retain access to historical or regulatory data without maintaining the full Lotus Notes platform. It helps decommission legacy infrastructure, reduce support/licensing costs, and ensure you still have searchable access to important records, while freeing you from the operational overhead of running Domino for archive-only purposes.
Will the archive preserve document structure, attachments, metadata and searchability?
Yes. We extract each record (including attachments), convert or transform it (e.g., to non-editable PDF) and maintain metadata and original structure. Once loaded into SharePoint, full-text search, metadata filters and indexing allow your users to locate information quickly.
How much downtime or disruption will there be during the archive migration?
Minimal to none. Because this is an archive migration (not always interactive application replacement), users often continue normal operations while extraction and conversion run in the background. Only the final hand-over/load needs to coincide with cut-over to archive access. In our referenced project we achieved 100% record migration with zero downtime.