Many mid-size companies have a small room with a server running their most important applications. The warehouse system, the accounting software, shared files, and sometimes the database of an internal app built years ago. That server works hard every day, but it is getting old. A power cut stops the office, and only one or two people really know how to look after it.
Cloud migration is often the answer to this kind of problem. Moving systems that people use every day carries its own risks, though. The bill can come in higher than expected, access can end up too open, and an application can go down in the middle of the working day. This article walks through a more controlled cloud migration for mid-size companies.
Assessment before cloud migration
The first step is to know exactly what you are running. List every application and server, including the easily forgotten ones, such as an attendance machine that sends data to the office server or a script that prints reports every night. For each application, note who uses it, how critical it is to operations, what data it holds and which other applications depend on it.
From that list, group applications by how they should move. Some can be moved as they are to a cloud server. Some are better replaced with a managed service, such as a managed database in place of one maintained by hand. Others should stay put for now, for example an older application whose licence is tied to specific hardware, or one that is about to be replaced anyway.
Look at connectivity too. If every employee will reach applications over the internet, the quality of your office connection matters far more than before. Arrange a backup connection for locations that cannot afford to stop working.
Planning costs realistically
Cloud runs on a pay-as-you-go model. That works in your favour when it is managed well, and it can also let the bill grow quickly. Cloud costs come from more than servers. There is storage, backup, managed databases, outbound data transfer, IP addresses, load balancers and the licences for software running on top.
Compare this honestly with what your current setup costs. Include the servers and equipment you would need to replace within a few years, electricity and cooling, maintenance and the staff time spent keeping it all running. Many companies end up comparing the cloud bill against zero because the old server is considered paid off.
After the move, review usage every month. Oversized servers can be scaled down, test servers can be switched off outside working hours, and old data can move to cheaper storage. Set budget limits and alerts so a spike in spending is noticed quickly.
Security and access control
With an office server, security often relies on a locked door. In the cloud, systems can be reached from anywhere, so access control becomes central to the job. Everyone needs their own account with permissions that match their role. Accounts with full rights should be limited to a few people and protected with two-factor authentication.
Databases and internal servers should not be exposed directly to the internet. Use private networks and a VPN for administrative access. Turn on encryption for data at rest and in transit, and keep access logs so suspicious activity can be traced.
If your systems store personal data about customers or employees, keep the principles of Indonesia's Personal Data Protection Law (UU PDP) in mind. Know where data is stored and who can access it. Several major cloud providers now have data centre regions in Jakarta, which is worth considering when you choose where your data lives.
Moving in phases
Moving every system over a single weekend rarely goes smoothly. A phased approach gives the team time to learn and limits the impact when something goes wrong. A common sequence looks like this:
- Set up the cloud foundation first, covering accounts, networking, permissions, backup and monitoring.
- Move low-risk systems, such as test servers or archived files, to prove the process.
- Continue with applications that matter but are not used all day, such as reporting systems.
- Move core applications like the warehouse or accounting system outside busy hours, after testing with a fresh copy of the data.
- Run the old and new systems side by side for a while, and switch off the old one once all data and workflows are confirmed correct.
Tell users the schedule for each phase well in advance. Have one person people can contact if something feels wrong during the first few days.
Backup and a rollback plan
Moving to the cloud does not automatically protect your data from loss. Data can still be deleted by a wrong click, corrupted by an application bug or locked by ransomware. Backups are still essential. Keep them separate from the main system, for example in a different account or region, on a clear schedule.
Backups need testing as well. Run trial restores regularly and record how long they take. For every migration phase, write a rollback plan that describes how to return to the old system if something serious happens, along with a deadline for making the rollback decision.
Next steps
A successful cloud migration usually looks uneventful from the user's side, because most of the work happens during preparation. If you are thinking about moving off an office server, Averoa's cloud and infrastructure service covers architecture design, phased migration with a rollback plan, security and cost optimisation.
