1a. Before you begin

Pre-flight Items

• Identify Content Owners

• Identify Computer Support Reps and Account Reps

• Understand basics of SharePoint Online for storage (including MS Teams FILES locations)

• Communicate about the change.

• Announce deadlines and important dates

• Understand that MS Teams FILES is a SharePoint Online site

• Review and update the excel R-Drive report

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1b. Best Practices

Keep your SharePoint Online site simple

• We do not recommend multiple sites;

• Avoid subsites

• Use multiple Document Library when you have unique permissions.

• Document Library works best in when fewer than 5000 items are in the Library (Microsoft Display of Results limit. May cause error with OneDrive SYNC)

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2. Records Management

When reviewing or cleaning up data, for migrations:

• It is the department’s responsibility to ensure the department complies with Policy 46 - Information Management | Secretariat | University of Waterloo (uwaterloo.ca). Information is classified by its use  (e.g. HR, IT support, student services, etc.) rather than where it is stored.

• It is each department’s responsibility to document data deletion, in keeping with the retention rules in the University records retention schedules. The deletion of official university records and transitory records containing the personal information of University of Waterloo students or employees, or members of the public should be documented by data owners using the University records destruction form to comply with Policy 46 – Information Management and the Freedom of Information & Protection of Privacy Act.

• Please contact Chris Halonen, University Records Manager, for further assistance or if you have any questions.

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3. Training

Plan for training/orientation for content users

• Do people accessing the site understand how to use SharePoint Online?

• How should people navigate the site and find content?

• Who to contact for assistance and access?

1. Review content and assign responsibilities

Shared drive review and clean up

Managers may need to assign specific areas of the shared drive to certain staff or groups of staff based on area of responsibility

Eliminate items that are no longer required. For example:

• Personal items/photos

• Duplicate documents (NOTE: not revisions)

• Reference material from other sources

• Empty folders.

• Access databases stored on shared drives cannot be migrated to SharePoint.

• Note: scripts may need to be rewritten to reference the new location.

• SharePoint sites cannot be assigned a drive letter

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2. Folder structure redesign (optional)

Restructure shared drive if necessary

If the current shared drive file structure is disorganised and not user friendly, this is a good opportunity to consider a new file structure with your team:

• Discuss, agree on, and develop the new file structure

• Organise your current data into the new structure to make the migration as simple as possible.

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3. Security and Access Controls

Managing access to and protecting sensitive information

For this task it may be helpful (if you haven’t already) to build your file structure in an excel spreadsheet

• Identify which areas of your file structure and/or which folders specifically contain personal/sensitive/confidential information and require access controls to be applied in either SharePoint or TEAMS

• Ensure adequate documentation noting which people/positions/groups require access to specific folders or documents

• Work with the experts to ensure the required security and access controls are placed on the files in their new location.

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4. Naming

Renaming files

Labelling files correctly is critical and allows easily locating them later.  If the name of the file doesn’t reflect its content and doesn’t follow a naming convention you may find it useful to re-name the files.

• Filenames must be short and meaningful.

• Avoid using spaces

• Dates should be YYYY-MMM-DD format for filtering and sorting

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5. Inactive files and deletion

Assess data to determine if they need to be migrated or if they can be legally destroyed

If data are no longer required for ongoing business, and are also NOT required for legal, financial or audit purposes, they may be eligible for destruction. However, there are laws preventing you from just deleting university data/records. You can find details about when data can be destroyed, the correct process to follow, and what information must not be destroyed on the Records Management site

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6a. Test migrate

Pre-migration Checking

It is recommended to perform a test migration on a small number of files to prove that the migrated data will be authentic, complete, accessible, and useable. Should any issues be noted in the migrated data, the migration process will need to be revised.

Note: If IST is migrating data for you as part of a project, then their project should include all the required pre-migration testing

Connect with your IST account representative to determine if you would like to migrate the data yourself or if you would like a case manager to do it.

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6b. Scheduling migration

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6c. Reviewing

Post-migration Reviewing

Post-migration reviewing does not have to be performed individually on every file.

The number of files selected for checking needs to be appropriate either statistically or commensurate with the risk/business needs for the datas. E.g. the number can be proportionate to the number of items migrated.

Post-migration reviewing should include a range of file types across a number of years if possible.

z-foldername

Please respond to the three questions in the ‘RESPONSE/NOTES’ field to the right:

• Have all files identified for migration been migrated?
  Additional Comments:

• Have the migrated items retained all necessary functionality and essential characteristics?
  Additional Comments:

• Are you satisfied with the authenticity, completeness, accessibility, and useability of the migrated items?
  Additional Comments

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Has the filename migrated correctly?

Does the name of the item/file in the source location match the name of the item/file in the migrated location?

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Has all the required metadata been migrated?

Has information about the item/file such as reference numbers, author of the document, document date etc. been migrated?

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Is the migrated document able to be opened?

Open the migrated item/file to ensure there are no issues encountered.

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Has the migrated document maintained its formatting?

Check to ensure that the formatting hasn’t been lost or corrupted during the migration.

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Is the migrated document able to be edited? (if applicable)

If the migrated item/file should be writable, check to ensure that it is not ‘Read Only’.

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Is the total number of migrated items correct?

Take note of how many items are located in the source location (e.g. shared drive) and then check that the total items in the migrated location (e.g. SharePoint Library) is the same.

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Has your quality checking of migrated items been thorough?

Ensure that you quality check multiple items of as many different file types that you can. E.g. Outlook emails, Word documents, Excel Spreadsheets, PowerPoint presentations, PDF documents, photos, videos…

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