The verdict in three sentences
A portfolio of 28 Lotus Notes applications should not be migrated in one go: an inventory followed by prioritization on business value and risk lets you retire 20 to 30% without any rebuild. The applications you keep are rebuilt as web apps for EUR 8,000 to 40,000 each depending on complexity, with SSO and 15 years of data migrated. The full programme fits in 9 to 14 months when run in waves, and must satisfy DORA requirements on ICT risk.
Step 1: inventory and prioritization of the 28 applications
The CIO of a 1,100-employee insurer in Amsterdam inherits Notes applications built between 2005 and 2015: policyholder complaints, claims files, internal directory, leave requests, document libraries, approval workflows. Notes skills are getting scarce, HCL licences weigh on the budget and the interface no longer works for new hires.
| Application category | Count | Example | Typical decision | Indicative unit cost |
|---|---|---|---|---|
| Simple document libraries | 8 | Memos, procedures | Archive or move to existing intranet | EUR 2,000 to 6,000 |
| Forms and light workflows | 9 | Leave, purchase requests | Rebuild on web or off-the-shelf HR tool | EUR 8,000 to 15,000 |
| Mid-size business apps | 7 | Policyholder complaints | Custom rebuild | EUR 15,000 to 28,000 |
| Critical business apps | 3 | Claims, litigation | Rebuild with integrations | EUR 28,000 to 40,000 |
| Obsolete apps | 1 | Old projects database | Retire | Archive export only |
The inventory relies on usage logs: an application opened by fewer than 10 users a month becomes an archiving candidate. Each application gets a score for business criticality, technical complexity (views, LotusScript agents, integrations) and data volume.
Step 2: budget and wave planning
The programme runs in three waves. The first handles simple applications to validate the technical foundation (SSO, hosting, UI template). The second tackles mid-size business apps. The last migrates critical applications once the team is up to speed.
| Wave | Scope | Duration | Indicative budget | Key deliverable |
|---|---|---|---|---|
| Scoping | Inventory, scoring, target architecture | 6 weeks | EUR 15,000 to 25,000 | Costed roadmap |
| Wave 1 | 8 document libraries + SSO foundation | 3 months | EUR 40,000 to 70,000 | Reusable foundation |
| Wave 2 | 9 workflows + 4 mid-size apps | 4 to 5 months | EUR 150,000 to 230,000 | HR and policyholder processes on web |
| Wave 3 | 3 critical + 3 mid-size | 4 to 5 months | EUR 160,000 to 240,000 | Claims files migrated |
| Decommissioning | Read-only archive, server shutdown | 1 month | EUR 10,000 to 20,000 | End of Notes licences |
At Kolonell, each rebuilt application falls within our custom range of 2.5 to 15M+ FCFA (EUR 3,810 to 22,870+) depending on complexity; scoping and integrations with the policy administration system are quoted separately. These figures are 2026 estimates.
Step 3: data, SSO and compliance
Data migration is the most underestimated item. Notes databases hold rich documents, attachments and multi-value fields that do not map directly to relational tables. You need a per-application mapping, an extraction script (via the Domino API or DXL export), then a completeness check on a sample. For 15 years of history, allow 20 to 35% of each application's budget for migration.
SSO relies on the existing directory (Entra ID or Active Directory) via SAML or OpenID Connect, removing Notes passwords. On compliance, DORA, applicable since January 2025, requires the insurer to document ICT risk, keep a register of third-party ICT providers and test resilience: the new apps must be covered by incident logging, backup and exit plans. GDPR also applies to policyholder data, with access logging and retention periods agreed with the DPO.
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Pieter, CIO of the insurer in Amsterdam, pays about EUR 95,000 a year for HCL licences, Domino server maintenance and a Notes contractor. The programme costs EUR 420,000 over 13 months. After decommissioning, running costs for the new apps (hosting and maintenance) are estimated at EUR 38,000 a year. Recurring savings: EUR 57,000. On top, 900 staff each save 5 minutes a day thanks to SSO and faster screens, about 16,500 hours a year. Valuing only a quarter of that time at EUR 40, the gain reaches EUR 165,000 a year and payback comes in under 2 years.
FAQ
Must everything be migrated before end of support?
No. Critical applications come first; document libraries can move to a read-only archive. A well-run archive covers 20 to 30% of the portfolio at low cost.
How long for a mid-size application?
Between 6 and 10 weeks, data migration included, once the SSO foundation is in place. The first app in wave 1 takes longer because it carries the foundation.
Can links between documents be preserved?
Yes, by mapping Notes identifiers (UNIDs) to new identifiers. A mapping table also redirects old links found in e-mails.
What happens to LotusScript agents?
They are rewritten as scheduled jobs or server-side business rules. An inventory often shows 30 to 40% of agents are no longer needed.
How do we avoid user rejection?
Involve 2 to 3 key users per application from the mock-up stage and plan a 2 to 4-week parallel run.
Let's scope your project. Send us the list of your Notes databases and their uses: we deliver a costed inventory, an indicative budget per wave and a realistic schedule. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
