In this checklist:
Review before migration
1a. Before you begin | Pre-flight Items
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1b. Best Practices | Keep your SharePoint Online site simple
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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
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Planning the Migration
What data are you migrating? Provide a brief description of the data
Where are you migrating your data to: SharePoint and/or MSTeams? Who is responsible for managing this data/shares?
Stage | Requirements/Actions | Response/Notes | Complete |
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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:
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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:
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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
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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.
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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 | [ ] | |
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. | [ ] |
6b. Scheduling migration | [ ] | ||
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: |
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Review of migrated data
Use the guide below to check that data has migrated correctly. You may also have additional specific things that need to be checked depending on the items/files your area keeps.
Items for consideration | Checked |
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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? | [ ] |
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? | [ ] |
Is the migrated document able to be opened? Open the migrated item/file to ensure there are no issues encountered. | [ ] |
Has the migrated document maintained its formatting? Check to ensure that the formatting hasn’t been lost or corrupted during the migration. | [ ] |
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’. | [ ] |
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. | [ ] |
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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