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Within this duration of modernization and cloud technology, many organizations are evaluating the migration of existing file share software in a typical enterprise collaboration platform. While the requirement for this shift has loomed within the heads of numerous an IT department for a long time, the magnitude of the workload could be daunting because of the reliance upon file systems for internal processes, collaboration, as well as pressure of habit.

With this being stated, you may still find benefits to leveraging a company cms (ECM) system varying from version control to enhanced security and compliance. In addition, cloud collaboration platforms for example Office 365 offer an simpler and perhaps readily available method for finish-users to gain access to and share content. The present work-from-home climate only accelerates the requirement for an answer, and today the file share migration project which was delay for such a long time involves the forefront.

So, ok now what?

Whether moving towards the cloud or perhaps a standard on-premise ECM system, you will see similar challenges. Listed here are three guidelines when searching emigrate your file shares.

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Cleanup ROT

Many often hear variations from the term “ROT” data, but whatever form of the acronym, the idea is identical. It’s the information that may be cleared up or else taken off the origin system to be able to recover lost space for storage while increasing efficiency. The entire process of clearing up this data may also lessen the migration effort and improve searchability within the destination atmosphere. Let’s take a look at each area of the “ROT” acronym:

  • Redundant – This is probably the hardest area of the cleanup process. Because of the insufficient versioning obtainable in file systems, you will find usually a variety of copies or self-made versions of content going swimming. Identifying the locations of the content and discerning what stays and just what goes might help play a role in lessening content conflict when the files are moved in to the new repository. You will find third-party solutions that can help in assisting to set of and identify the information to alleviate the pre-migration process.
  • Outdated – Finish-users could be pack rats and have a tendency to help keep content that is not relevant exclusively since there might not be a procedure in position that forces them to do this. Furthermore, when individuals leave departments or whole organizations, their files aren’t always evaluated and/or purged. This can lead to scores of stale content that likely goes unused and could be eliminated unless of course it is going upon your organization’s record retention policy. An indicator here’s to…office 365
    • Review record retention guidelines and discern if there’s a time-frame that you must keep files (i.e. seven years)
    • Plan to remove content that exceeds the given time-frame
    • Inform users—as a part of a big change management communication strategy—of this decision in order to spur action on their own finish. In this manner, you are able to make sure the content being migrated is going to be relevant as well as in compliance of internal policies.
  • Trivial – While outdated submissions are simpler to recognize, trivial content can be the resolution of the consumer. Reducing this kind of data requires coaching and communication using the finish users to enable them to in figuring out whether they should remove certain files. This method may also help lessen the overall migration burden.

Understand In which the Information is Going

To be able to correctly plan the migration, it isn’t only vital that you cleanup the ROT content but additionally to know in which the submissions are relocating to. This method may be referred to as “planning your organization’s information architecture,” however it doesn’t need to be as frightening because it sounds. Taking Office 365 for example, the general rule might be:

  • All “personal” file share content is going to be migrated towards the individual’s OneDrive for Business

In this manner, the information is going to be stored someplace which makes sense and promotes findability.


Phase the Migration

Getting an extensive migration process is equally as important for anyone doing the migration because it is the finish users being impacted. Phasing the migration includes several advantages, for example:

  1. A period that may be conveyed to finish users so they’re conscious of when things is going to be cutover so when they ought to begin using the brand new system.
  2. A means for anyone performing the migration to pay attention to one segment at any given time in order to minimize issues and perform appropriate testing.
  3. If moving towards the cloud, phasing the migration helps you to minimize potential throttling problems that occur when moving a sizable volume of data.

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Clearing up the ROT, structuring your organization’s information architecture, and phasing your migration all combined efforts to make up the overarching migration plan. This plan of action makes up about from a period of when each batch of peopleOrdivisions is going to be migrated to some timeline of communication dispersal. Even better, an extensive migration plan will optimize time spent performing pre-migration activities and through cutover periods.

While you will find most definitely nuances to any or all migration scenarios, these 3 guidelines can help make up the first step toward conducting a effective file share migration. Have other questions? Drop them within the comment section below!

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