How to move a computer system to the cloud?

Last updated: 25 October 2026

Table of Contents

• How to move IT systems to the cloud: Migration process overview
• Preparation for cloud migration
  • Assessment of current systems and data
  • Choosing the right cloud environment
• Data security in the cloud during migration
• Cloud backup and data recovery
• Cost of cloud solutions and budgeting
  • Start with the total cost of current systems
  • Cost factors of a cloud solution
  • How to calculate savings
  • Budgeting in an Icelandic context
  • What to ask the service provider
• Step-by-step migration plan
  • 1. Preparation and inventory (1-2 weeks)
  • 2. Choice of cloud environment and migration path (1 week)
  • 3. Pilot testing (1-2 weeks)
  • 4. Main migration (1-3 weeks)
  • 5. Rollback and final steps (1-2 weeks)
  • 6. Post-migration operation
• When to start cloud migration with our expert service
• Frequently Asked Questions

How to move IT systems to the cloud: Migration process overview

When companies consider moving computer systems to the cloud, many questions arise: How does the migration work? What can go wrong? And who can help?

The difference lies not in the cloud itself, but in how the migration is planned before it begins.

This article covers preparation, security, data backup, cost assessment, migration planning, and what to do after the migration is complete, so you understand what to expect and how to do it correctly.

Preparation for cloud migration

Assessment of current systems and data

Before you move anything to the cloud, you need to know what you own. Many companies don't know exactly how many computers, servers, or software licenses they use.

Start by inventorying what you own:

• How many computers and servers are in use?
• What software is running on them?
• How much data is stored and where?

This is not an exciting task, but it will save you time later.

Also, consider how employees use the systems: some only use email, others use complex applications that require a lot of processing power. This knowledge helps you choose the right cloud service.

Choosing the right cloud environment

Not all cloud solutions are the same: some services suit small businesses, others larger systems.

Ask yourself:

• What does our company need to be able to do?
• What does it cost?
• How reliable does the service need to be?

Some companies use one cloud solution for everything, others different services for different things; it depends on your needs.

This is a good time to contact us at nexIT. We will help you assess your current systems and choose the right path, and we know what works best for Icelandic businesses.

Data security in the cloud during migration

Security is not something you do after the migration. It is part of the migration process itself.

When data goes into the cloud, it is on a journey. You need to ensure that no data is lost and that no unauthorised persons see it.

Here are the key points:

• Encryption in transit: Data should be encrypted when it travels from your computers over the internet and into the cloud.
• Encryption at rest: Data stored in the cloud should also be encrypted.
• Access control: Only those who need to see the data should be able to access it.

Many companies are afraid to move data to the cloud due to security concerns, but cloud services often have better security than small companies can build themselves; they have experts working on security all day long.

We at nexIT will help you set up security that suits your company.

Security matters	What it means	Why it matters
Encryption in transit	Data is encrypted during transfer	No one can read data online
Encryption at rest	Data is encrypted in the cloud	Secure storage
Access control	Only the right users see data	Reduces errors and accidents
Recovery	You can recover data	Protection against loss

Cloud backup and data recovery

Backup is one of the most important parts of the migration. If something goes wrong, you need backups.

Many companies make backups, but not often enough, or they store them in the same location as the original data, then both data and backups are lost if something happens.

When you move systems to the cloud, you can make backups in different locations, so if one location fails, you can restore data from another.

Here are the key points:

• Back up often (daily or even more frequently for critical data).
• Store backups in different locations.
• Test restores regularly to ensure they work.

If you want to learn more about how backups work, you can read a more detailed article on data backup for businesses. There we explain how different backup systems work and what suits your business.

We at nexIT offer backup and restore as part of our services.

Cost of cloud solutions and budgeting

Many managers fear that cloud migration will be expensive. Some think it will be cheaper. The truth is more complex: the cost depends on how you calculate it and what you include.

Here is a method for building a budget that holds up, taking Icelandic conditions into account.

Start with the total cost of current systems

Before you can evaluate the cloud, you need to know what your current systems cost. This is often called Total Cost of Ownership (TCO) and should cover:

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• Hardware: Purchase, depreciation, and maintenance of servers and computers.
• Software licenses: Annual license fees and renewals.
• Operation and hosting: Electricity, network, cooling, and housing for servers.

Once you have this figure, you can compare it to the cloud solution.

Cost factors of a cloud solution

Cloud costs are not just a monthly subscription. They consist of several components that you need to consider:

• Subscription or usage fee: Some services charge a fixed monthly fee, others charge based on usage (e.g., storage, processing, or network traffic).
• Storage: The cost of storing data, which grows over time.
• Network traffic: If you transfer a lot of data out of the cloud, it can incur extra costs.

How to calculate savings

Cloud migration can save money in two ways: you don't have to buy expensive hardware and you need fewer employees to run computer systems. However, the migration itself costs money, time to plan, test, and get expert assistance.

To calculate savings, set up:

1. The total cost of current systems for the next three years.
2. The total cost of a cloud solution for the next three years, including migration.
3. The difference, which is the actual savings or additional cost.

Many see savings in the first year, others need two or three years. It depends on the size of the company and how much is migrated at once.

Budgeting in an Icelandic context

When setting up a budget, plan for the following:

• Currency and exchange rate: If the service is in a foreign currency, you need to estimate exchange rate effects. Set up a plan in Icelandic króna (ISK) and have a contingency for exchange rate changes.
• Taxes and fees: Check how value-added tax and other fees apply to the service.
• Contractual obligations: Some contracts are long-term. Review what happens if you need to cancel or change.

What to ask the service provider

Before you sign, get clear answers to:

• What is included in the price and what is charged separately?
• How is the price changed if the data volume increases?
• What does it cost to transfer data out if you leave?

We at nexIT help you calculate the actual cost: what you own, what the transfer costs, and what the cloud service costs per month.

Step-by-step migration plan

Migrating IT systems is a process that takes time and organisation. Here is a phased approach with clear deliverables and responsibilities at each step.

1. Preparation and inventory (1-2 weeks)

This is where most migrations are won or lost. Before anything is migrated, you need to know exactly what you are migrating.

• System Ownership List: List each system, who owns it, what data it processes, and what other systems it communicates with. This is often called a "system map" and is a prerequisite for a successful migration.
• Dependencies and Connections: Check if your systems send data to each other, e.g., accounting to payroll or e-commerce to inventory. If you migrate one system without considering the connections, it can halt others.
• Data Volume and Growth: Measure how much data you have today and how fast it is growing. This determines the choice of storage and migration path.

The result of this step is a written migration plan that all key stakeholders have approved.

2. Choice of cloud environment and migration path (1 week)

Once you know what you are migrating, you can choose how to migrate it.

• Public Cloud, Private Cloud, or Hybrid: Public cloud is well-suited for standard software and flexibility. Private cloud is suitable where data control requirements are high. Hybrid cloud is the most common approach for companies that want to keep some systems in-house while others move out.
• Migration Path: Data is either uploaded over the network or transferred using migration equipment if there is a large volume of data. For large systems, it may be more cost-effective to migrate a copy before switching over.
• Contract Terms: Review service levels, recovery times, data location, and what happens if the service goes down. This should be in writing before the migration begins.

3. Pilot testing (1-2 weeks)

Always start with a small part of the system. This is where you find problems without putting everything at risk.

• Choose one system or one department to start with.
• Migrate the data and set up the system in the cloud.
• Let key users test for a few days.

4. Main migration (1-3 weeks)

Once the testing is successful, it's time for the main migration. Here, it's important to have a clear sequence and clear role distribution.

• Order: Migrate the most critical systems first or last? It is often better to start with less critical systems to build experience, but migrate core systems when the team has more experience and confidence.
• Timing: Choose a time when disruption has the least impact, e.g. outside of peak hours or at the weekend if applicable.
• Communication: Inform employees when the system will be down and what they should do in the meantime.

5. Rollback and final steps (1-2 weeks)

A rollback does not mean the migration failed. It means you have a plan if something goes wrong.

• Define when to roll back: e.g. if a system does not work within a specified time or if data is lost.
• Keep the old systems running for a few weeks while the new systems prove themselves.
• Do not switch off the old systems until you have confirmed that everything works and backups are in place.

6. Post-migration operation

Migration does not end when data is in the cloud. The new systems now need to be operated and maintained.

• Monitor that systems are working.
• Update software.
• Look for problems before they become big.

Many companies make a mistake here: they think the migration is complete and forget to operate the systems.

At nexIT, we assist you with post-migration operations: we monitor systems, perform updates, and are available when needed.

When to start cloud migration with our expert service

We at nexIT have assisted many Icelandic companies with cloud migration.

We offer IT consulting for successful businesses.

We will also assist you with business data protection that keeps operations running. This includes security, backups, and data recovery.

If you want to compare traditional backups and cloud backups, you can read our comparison. There we show the costs, recovery, and security of both methods.

Frequently Asked Questions

What does it mean to move computer systems to the cloud?

Moving computer systems to the cloud means transferring applications, databases, email, and other software from your own servers to a cloud environment. The process involves preparation, data migration, testing, and staff adaptation. The goal of the migration is to reduce operating costs, enhance security, and ensure better accessibility from anywhere. With proper planning and professional guidance, problems and disruptions are significantly reduced.

How does a company prepare for migrating computer systems to the cloud?

Preparation for cloud migration requires companies to understand their current systems, document data and applications, and assess what is best suited for the cloud. It is important to create an overview of all systems, measure usage and performance, and define requirements for security and compliance. Companies should also plan the timing of the migration to minimise disruption to daily operations and appoint a team to oversee the process.

How do you ensure data security during migration to the cloud?

Data security in the cloud is achieved through data encryption during migration, access control, and two-factor authentication. It is important to choose a cloud environment with robust backups and data recovery. Companies should ensure that data protection and compliance meet requirements, and that professional entities with their experience in cybersecurity oversee the migration. Regular monitoring and security audits after migration are essential.

How long does it take to move computer systems to the cloud?

The timing of the migration depends on the size of the systems, the amount of data, and the complexity of the integration. Small systems can take weeks, while larger systems can take many months. Many companies opt for a phased migration to minimise disruption. With professional guidance and good planning, operations can be maintained during the migration, ensuring no data is lost.

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Cloud migration is a major undertaking, but it doesn't have to be complex. With the right preparation, security, and assistance, you can migrate your systems with confidence. We at nexIT are ready to help you every step of the way.