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This is part two of a series for migrating file shares to SharePoint, part one can be found here. Within this post we attempt to provide a practical framework to get you started and then provide enough background theory so that you can anticipate and mitigate risks involved within these types of projects. These are some of the most challenging projects to undertake and yet without question they have the most value for a company. In keeping with our mission to make SharePoint as simple as possible for everyone we have boiled down to a repeatable process to make it as simple as possible.
The migration of file shares to SharePoint takes into consideration the following assumptions:
Starting a file share clean-up process can be quite an extensive project. It is important to perform a baseline analysis to fully understand the impacts the project may have across the organization. The sections below provide high-level guidance on how to get started.
Establish a project charter. The project charter will help set expectations for the group. It should include:
Identify key stakeholders that have a vested interest in cleaning up file shares. Common key stakeholders usually include:
Each file share clean-up project should have a project manager designated. The scope of the project will help to determine the level of effort required of team members and will establish the level of involvement of the project manager as well as the team members.
When establishing a project team, it is necessary to have involvement from many areas in the organization to help support the project's success and change management initiative. A project manager should ensure that there is representation from each of the following teams within the organization, as appropriate for your organization.
The project plan should provide consideration for key project milestones and deadlines. It is important to note that the team should identify what the recourse is if key deadlines are missed. Below is a sample of a high-level project plan and milestones.
When the project team is identifying key tasks, milestones, and deadlines, you'll want to note any dependencies and assumptions. Some areas to consider might include:
Before the future state and environment can be identified, you will need to complete an inventory of the information being retained in order to gain some intelligence about the type and age of the information being created and retained. This section focuses on some methods that can be used to sort information.
TreeSize Professional - File List of R:\
Last Change Date
Last Access Date
As a part of the inventory, the project team with assistance from others in the organization should also:
Next you will need to determine what you want your future state and environment to be for your organization.
Some key goals and principles to consider include:
The following represents some general concepts or considerations to file cleaning that have been used in numerous organizations. After reviewing the list, you will want to determine which concepts fit within your organization and then include them in your project plan.
Upon completion of the inventory and file clean up, internal standards and best practices for the organization's ongoing maintenance of the files need to be finalized and published. These should include guidelines and policies for where information should be stored.
Document lessons learned from the business and the project team. Determine next steps to ensure ongoing sustainability:
Please contact SimpleSharePoint and we'll be happy to engage with helping your organization to migrate its file shares to SharePoint. We will make it as simple as possible and we can start with a pilot project and show you the concepts and enable your team to do much of the work yourself. This often makes sense for an ISO document library or some key HR information.