Moving to the cloud can transform how schools operate—improving access to data, collaboration, and long-term cost efficiency. But without a clear plan, cloud migration can become more disruptive than beneficial. Whether your school is upgrading from on-premise servers or refining an existing hybrid setup, taking a structured approach is key.
At Everything ICT, we help schools and trusts access pre-approved, education-focused ICT suppliers who understand the unique needs of the sector. Here’s how to plan a smooth, secure, and stress-free cloud migration—and how our Department for Education (DfE)-approved framework makes it easy to bring in additional expertise to support your existing team and suppliers—not replace them.
Step 1: Audit your current systems
Before migrating anything, it’s essential to know exactly what you’re working with.
Start with a thorough audit of your existing IT environment. Identify which systems, data, and applications are essential, what can be retired, and what needs upgrading.
This step helps you avoid transferring unnecessary data and ensures you understand how systems depend on each other. Many schools find this process highlights opportunities to simplify or modernise infrastructure.
Through our framework, schools can quickly connect with vetted ICT specialists who can work alongside your internal team to carry out infrastructure audits and readiness assessments. You’ll save time on procurement and get transparent, compliant quotes from trusted suppliers.
Step 2: Build a realistic migration plan
A solid migration plan sets clear timelines, responsibilities, and priorities. Think about:
- Which applications or systems should move first.
- How data will be backed up and verified.
- When to schedule migration activities to minimise disruption—ideally outside of term time or during quieter periods.
Your existing IT staff or support partner knows your school best, so involving them in this planning stage is essential. The best plans are flexible. Expect a few surprises along the way and build in time for testing and adjustments. The goal is a joint effort—combining their familiarity with your environment and the specialist cloud experience of approved suppliers.
Step 3: Migrate—With collaborative support
The migration phase can be complex, especially when balancing day-to-day school operations. Moving data, integrating accounts, and testing functionality all take time and precision.
Common challenges include:
- Connectivity or compatibility issues
- Data corruption or loss
- Integration conflicts with older software
- Confusion over new access points or storage
Working collaboratively makes all the difference. Your in-house staff or existing suppliers can manage familiar systems, while specialist cloud providers handle the setup, account provisioning, or large-scale data transfer. Partnering with experienced education ICT specialists reduces these risks. They’ll have the right tools and tested processes to handle migrations securely and efficiently.
Step 4: Secure your new cloud environment
A successful migration doesn’t end when the data moves. Security and compliance must be front and centre from day one.
Schools must ensure that sensitive data—particularly student records—remain protected under GDPR. Regular monitoring, role-based access controls, and multi-factor authentication all help strengthen your defences.
Our DfE-approved framework includes cyber security suppliers who can assess your new cloud setup, recommend best-practice configurations, and deliver managed security services. This means your IT team can focus on supporting teaching and learning, knowing your cloud environment is safe and compliant.
Step 5: Train and support staff
Even the best technology won’t deliver results if staff aren’t confident using it.
Training should be practical, ongoing, and tailored to different roles—teachers, admin staff, and leadership teams all use systems differently.
We connect you with suppliers who provide both technical and classroom-focused training, ensuring your team is supported long after the migration.
Common risks to avoid
- Rushing the process: Quick migrations often lead to errors and data loss.
- Ignoring legacy dependencies: Older software may not play nicely in a cloud environment.
- Underestimating costs: Factor in storage, licensing, and support—not just the migration itself.
- Neglecting security: Don’t assume the cloud provider handles everything.
Clarify which security measures are managed by them and which remain your responsibility—like user access, data sharing settings, and device security. - Lack of communication: Keep all stakeholders informed to avoid surprises or resistance.
Working with suppliers who understand the education sector helps you avoid these pitfalls. They’ll anticipate the challenges specific to schools—like safeguarding policies, MIS compatibility, and tight term-time windows.
Why education-focused suppliers matter
Cloud migration in schools isn’t just about technology — it’s about safeguarding, curriculum delivery, data protection, budgets, and term-time planning. That’s why working with partners who already support schools and trusts makes such a difference. They understand the environment you operate in and can work alongside your existing team or suppliers without disruption.
Through Everything ICT, you can quickly bring in pre-approved providers who offer the right expertise at the right time — without lengthy procurement paperwork. It means:
- Peace of mind around compliance and value for money
- Access to specialists familiar with school systems and MIS platforms
- Additional capacity and strategic guidance when you need it
- Flexibility to support your internal team, not replace it
A successful cloud migration doesn’t happen overnight—it’s the result of careful planning, the right partners, and ongoing support. By auditing, planning, migrating, securing, and training methodically, schools can unlock the full benefits of the cloud without unnecessary stress.
Through our DfE-approved framework, you can find the expertise you need at every stage—quickly, compliantly, and with confidence.
Thinking about a cloud migration? We can help you find trusted, education-focused suppliers to support your plans.
