Why tenant-to-tenant cloud migrations matter more than ever for higher ed

Key points:

• Cloud migrations can pose risks–and the right planning is essential
• The hidden cost of legacy systems in higher ed
• Migrating from on-prem mailboxes to the cloud in higher education
• For more news on IT priorities, visit eCN’s IT Leadership hub

As higher education modernizes, universities and colleges have focused on improving access to services and enhancing the learning experience by transitioning to the cloud. In the rush to embrace modernization, though, one critical aspect is often underestimated–migrating from one cloud environment to another.

Thanks to multi-campus consolidations and institutional mergers, more and more higher education institutions are facing the challenge of migrating data and services. While often perceived as simple technical tasks, migrations pose significant risks to security, compliance, service continuity, and educational continuity for students.

For any higher education IT team, grasping the importance of cloud tenant migrations is no longer optional; it’s a necessity.

The rise of multi-tenant ecosystems in higher education

Many higher education institutions use different services from different cloud providers. In some cases, individual departments have selected their own cloud services, which creates a complex environment teeming with disparate policies, lack of standardization, and varied user experiences.

These setups are becoming increasingly unsustainable. A recent 2024 CDW Cloud Computing Research Report found that 59 percent of higher education institutions have moved at least half of their applications to the cloud. As cloud adoption grows, so does the need for unified identity management, centralized governance, and seamless collaboration tools.

Enter tenant-to-tenant migrations: the behind-the-scenes process of consolidating cloud environments to support this new reality. But it’s not as simple as clicking “migrate.”

Why migrations matter–beyond the technical

On the surface, a tenant-to-tenant migration sounds like a job for IT teams alone. In reality, it’s a strategic undertaking with far-reaching implications:

• Continuity of learning and research: Ensuring uninterrupted access to course materials, research data, and collaboration tools is critical, especially in hybrid and remote learning environments.
• Unified student and faculty experience: Migrating to a single tenant creates a streamlined, consistent experience across devices, campuses, and services.
• Operational efficiency: A unified cloud environment allows IT departments to apply consistent policies, automate workflows, and reduce administrative overhead.

The stakes are high. Done well, migrations unlock new efficiencies and capabilities. Done poorly, they can lead to data loss, service downtime, compliance risks, and frustrated users.

Unique challenges facing higher education

Tenant-to-tenant migrations are inherently complex. But higher education amplifies the challenges:

• Data diversity and sensitivity: Higher education institutions house everything from student records and faculty profiles to grant data, intellectual property, student health/medical records, and medical research. Each data set comes with its own governance and privacy requirements.
• Regulatory compliance: Regulations like FERPA, HIPAA, and GDPR impose strict requirements on data handling, especially when moving sensitive information across environments. Institutions must ensure that audit trails, permissions, and access controls remain intact.
• Academic calendars and research schedules: Institutions don’t have the luxury of long maintenance windows. Migrations must be timed to avoid disrupting exams, admissions periods, and active research cycles.

Off-the-shelf tools alone are often not enough. Depending on the IT team’s skill set, expert guidance may also be necessary to address the unique pace, complexity, and regulatory demands of academic environments.

Common pitfalls–and how to avoid them

Unfortunately, many higher education institutions underestimate what’s involved in a successful migration. Common missteps include:

• Insufficient planning: Without a clear roadmap, institutions risk losing data, breaking integrations, or encountering unexpected delays.
• Lack of stakeholder involvement: IT cannot go it alone. Faculty, administrators, legal teams, and end users must be part of the planning process.
• Inadequate post-migration support: Even after the technical migration is complete, users need help navigating the new environment. Training, support, and documentation are crucial.

Avoiding these pitfalls requires a shift in mindset. Rather than seeing migration as a one-time project, IT teams must recognize it as a strategic transformation effort.

Best practices for a smooth migration

Successfully migrating from one cloud tenant to another–especially in the complex environment of higher education–isn’t just about moving data. It’s about planning, communication, governance, and adaptability. Below are best practices to help ensure a smooth, secure, and minimally disruptive transition.

Conduct a thorough assessment

Begin by cataloging existing cloud tenants for a comprehensive understanding of your current environment. These include user accounts, storage structures, and connected services. Identify and classify data types–student records, research files, and instructional content–while mapping out permissions and system integrations that could be disrupted during migration. This detailed assessment helps determine what should be migrated, archived, or retired, allowing for a more efficient and secure transition.

Engage with stakeholders early

To build broad support for the migration, involve stakeholders at the beginning of the planning process. Engaging with campus leadership, legal, compliance, IT teams, and end users helps address regulatory concerns. Early, transparent communication about project timelines, expected disruptions, and available resources ensures smoother collaboration and minimizes institutional resistance.

Select the right tools and partner

Choose migration tools and service providers that understand the unique needs of higher education, including support for learning management systems, shared drives, and complex identity structures. Ensure the solution is FERPA-compliant, enables coexistence between old and new environments during the transition, and offers robust security and audit features tailored to academic institutions.

Pilot before you scale

Start with a controlled test migration involving a representative department or user group. This helps validate tools, processes, and data integrity in a low-risk environment. A pilot helps identify technical gaps, user experience issues, and training needs early–allowing you to refine your strategy before scaling to the entire institution.

Plan for change management

Develop a comprehensive change management plan that includes targeted training sessions, accessible support resources, and proactive communication to prepare users for the transition. By addressing concerns early and ensuring systems remain familiar and functional, you help maintain continuity in teaching, learning, and research without disruption.

Conclusion: Prepare now, or pay later

Tenant-to-tenant cloud migrations are becoming routine in a higher education landscape shaped by consolidation, cloud adoption, and evolving student needs. Institutions that prepare for these transitions will not only avoid costly missteps–they’ll unlock strategic value that positions them for the future.

About the Author:

Aaron Wadsworth is General Manager at BitTitan and is a seasoned leader with nearly two decades of experience in high-tech sales and executive management. His expertise lies in company management, team empowerment, and customer success. Aaron has successfully spearheaded client relationship management initiatives, resulting in improved customer retention and exponential business growth. His career highlights include significant revenue growth and successful M&A support, making him a prominent figure in the corporate arena.