In order to do their job, email users expect to be able to locate and retrieve their archived emails quickly and easily.
This expectation does not change just because you migrate the business to use a new archive system....
A huge challenge in ensuring a seamless user experience is in correctly handling mailbox shortcuts during migration. The use of ‘stubs’ or shortcuts to retrieve archived emails is commonplace. In fact many vendors work hard to make their shortcuts ‘look and feel’ like regular emails, which means users will delete, folder, re-folder, forward, and even put shortcuts into PST files, just as they would regular emails.
Herein lies a problem, as very few legacy archives are able to keep an accurate track of what happens to mailbox shortcuts after they have been created. In fact some archives don't even record where an item was at the point at which it was archived.
This means that migrations driven by the contents of an archive database alone, and that do not take into consideration the contents of users’ mailboxes, are fundamentally flawed, and can result in very unhappy users post-migration.