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Checklist for migrating data from shared drives to SharePoint or MS Teams

Checklist for migrating data from shared drives to SharePoint or MS Teams

Table Of Contents:

Review before migration

1a. Before you begin

Pre-flight Items

  • Request a copy of your department R: drive report. Review and update the report.

  • Identify content owners

  • Identify your IST Migration Facilitator

  • Understand basics of destination locations. SharePoint Online for storage or Microsoft Teams FILES locations (Note: Teams FILES backend is SharePoint Online).

  • Communicate about the change. Your IST Migration Facilitator can provide communication templates

  • Consider scheduling around departmental activities and important dates

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1b. Review 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 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:

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3. Training

Plan for training/orientation for content users

  • Assess knowledge of destination location (SharePoint Online or MS Teams FILES) in your department

  • Share training resources with staff in your department (your IST Migration Facilitator can provide links for you; also see November 8th R drive presentation)

  • If needed, contact your IST Migration Facilitator or IST account Rep, to request training

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4. Plan post-migration support

  • Determine and communicate to your department, their contacts for:

    • Assistance and access, during the migration (e.g. departmental IT contacts)

    • Access post-migration (e.g. data owners)

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Planning the Migration

Consider:

  • What data are you migrating?

  • Where are you migrating your data to: SharePoint and/or MSTeams?

  • Who is responsible for managing this data?

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