How to handle the migration of a website from one web server to another
A website migration is the process of moving the files of a website from one web hosting company to another. A migration can occur for many reasons:
1. You have expanded your website and need more web space;
2. You need more features (ie a database, shopping cart or media file hosting);
3. Found a better deal on website hosting;
4. Or a relative/friend/colleague has space on the server and has offered to host your website for little or nothing.
Regardless of the situation, doing a website migration is unavoidable. It is like moving from one house to another. In this article, I’ll give you several tips to make the big move as smooth as possible.
Tip 1: Schedule the migration.
It’s best to schedule the migration when there aren’t as many web users visiting your website. Check your website traffic (or contact your online marketing department) to see when traffic levels are low, which in some cases may be at night or on the weekend, depending on the website. For a corporate website, it might be on the weekend, but for a gaming website, it might be on the weekdays.
Tip 2: Notify ALL interested parties.
Inform each and every person who has an interest in the site, not only internally (employees, shareholders) but also externally (suppliers, customers and website visitors). A simple link that redirects to the date and time of the migration, as well as the expected completion date, should suffice.
Tip 3 – Set a deadline for edits.
Set a deadline for all content updates to be sent. Postpone any major additions to the website (ie new sections, new features) until after the migration. A good measure has been 3 business days before migration. Any changes beyond the deadline will have to wait until after the move.
Tip 4: MAKE A BACKUP COPY of the website.
The day after the content deadline, make a backup of the website. This means all files, images, scripts, media, and other files. The website can be backed up to a CD-RW (CD rewritable disc), Zip drive, or external hard drive. It’s important to back up a website not just for a migration, but also weekly or bi-weekly, if possible. The advantage is that you have an archive of the website.
Tip 5 – Make sure you have the new web hosting information.
This includes:
1. FTP (File Transfer Protocol Information):
A. The host name. This can be the Internet Protocol (IP) address. This is a numerical address of the physical server (a large computer that is almost always on) where the website will reside.
b. The account username
against account password
2. Your Control Panel login information.
This is the operations manual for the web hosting to be located. This may or may not be the same information as the FTP login. You will need this information to activate your website features such as web submission forms, databases, shopping carts and other interactive features.
3. Domain name servers.
These are the addresses of the servers where the new website will reside. Most web hosts have 2-3 reserved domain name server addresses. You will need this information to transfer the domain name (www.yourcompany.com) to the new web host’s server(s) after all website files have been transferred.
Tip 6: Try the “new” website.
Test the new website by typing the dedicated IP address or shared hosting address. Check that all links work and do not go to error pages. This is the time to correct them.
Tip 7: Correct the forms
If you have forms on your website, also be sure to go to your account control panel for instructions on how to customize the form to work with the new server. Most web hosts have “plug and play” web forms that are easy to implement. If you’re not sure how to implement a form, contact a web developer and/or the help desk of your new web hosting company.
Tip 8: Test forms
Make sure all forms work by doing various tests. This may mean getting the form sent (emailed) to the right people and/or making sure the information is entered into the database.
Tip 9 – Step away from the website for a while and try it again.
It’s good to walk away and look at the website again. If possible, ask a non-stakeholder to look at the website to make sure nothing is out of place. Something is almost always found at this stage.
Tip 10 – After everything is verified, you can go to your domain registrar and change the domain name servers (DNS) to your new web host. Sign in to your domain registrar account and replace the old DNS addresses with the new addresses. Web server changes usually take 2-3 days to be applied online. Therefore, it is recommended that this be done during a low traffic period, such as a weekend, so that it does not interfere with business operations.
Post-migration tips:
1. Wait a day or two to see if the migration worked by typing the domain name to view the website on the new server. Retest the website to make sure all links are working and all forms are operational.
2. Continue testing the site for at least 2-3 weeks before notifying the old web host to terminate the account. It is not uncommon to forget to move something. The transition time will help ensure that everything has moved successfully.
3. Also continue to actively test the website and pay attention to usage patterns. It is not unusual to see changes in the way visitors access information on the website.
4. Archive the old website from the old web host. You never know when you’ll need to reference it again, especially if the decision is made to switch back to the original web host.
Website migration doesn’t have to be stressful if the process is divided and planned into steps. When a website migration is handled accordingly and done right, your website visitors won’t even notice that a website migration has occurred.