How to Review & Organize Your Files Before Migration

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Step-by-Step Guide for Reviewing & Organizing Files Before Migration

Contents

  1. Assess Your Current File Storage
  2. Categorize Your Files
  3. Organize Files for Migration
  4. Prepare for Migration
  5. Best Practices for File Review & Organization

 

Assess Your Current File Storage

Locate Your Files

  • Identify where your files are currently stored, including:
    • Network drives (Z:, Y:, I: drives)
    • Local computer folders (Desktop, Documents, Downloads)
    • External storage devices (USB drives, external hard drives)
    • Other cloud storage (Google Drive, Dropbox, etc.)
  • Make a list of all storage locations to ensure no files are overlooked.

Check File Access & Permissions

  • Determine if files are shared with others or if permissions need to be transferred.
  • For shared files, note which colleagues, departments, or external partners have access.
  • Review security requirements for sensitive or confidential data.

 

Categorize Your Files

Sort Files into Categories

  • Active Data - Files frequently used for daily operations (these should be migrated).
  • Reference Data - Occasionally needed files that should be archived or migrated.
  • Archived Data - Older files necessary for compliance or historical purposes (these should be moved to a SharePoint Archive Site or Teams Archive Channel).
  • Redundant/Obsolete Data - Duplicate or outdated files that should be deleted.

Use a Decision Framework

  • Is this file still actively used?
    • Yes → Migrate to OneDrive, Teams, or SharePoint.
    • No → Move to archive or delete if not required.
  • Does this file have legal, compliance, or historical value?
    • Yes → Archive in SharePoint or Teams under designated retention policies.
    • No → Delete if no longer useful.
  • Is this file already stored elsewhere?
    • Yes → Delete duplicate versions.
    • No → Determine the appropriate storage location.

 

Organize Files for Migration

Clean Up Redundant & Obsolete Data

  • Delete duplicate files that are stored in multiple locations.
  • Remove outdated documents that are no longer needed.

Rename & Structure Folders

  • Create a clear and standardized naming convention for files and folders.
  • Avoid special characters or overly long file names.
  • Use descriptive folder names to reflect project, department, or purpose.
  • Consolidate scattered files into organized folders before migration.

Reduce Large Files & Optimize Storage

  • Identify and compress large files where possible. (Creating .zip files for instance)
  • Remove temporary files and unnecessary backups.

 

Prepare for Migration

Backup Important Files

  • Before migrating, create a backup copy of critical files.
  • Store backups on an external drive or computer until you have confirmed that all data has been migrated successfully.

Set Up Your OneDrive Folder Structure

  • Plan the structure of your OneDrive folders before migration.
  • Match existing folder hierarchies to reduce confusion post-migration.
  • Share and set permissions for team-based folders.

 

Best Practices for File Review & Organization

Plan File Structure in Advance

  • Map out where each type of data will be stored before migration.
  • Ensure folders and subfolders are intuitive and easy to navigate.

Eliminate Unnecessary Files

  • Review and remove old, unused, or duplicate files.
  • Reduce clutter before migrating to enhance efficiency.

Test Migration on a Small Set of Files

  • Select a sample batch of files to migrate first.
  • Confirm file access, organization, and sharing settings are correct.
  • Address any issues before migrating all files.

Additional Resources

 

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