Summary
This step-by-step guide helps users prepare for file migration by locating current files, checking access permissions, categorizing data, and cleaning up redundant or outdated content. It emphasizes setting up a clear folder structure, backing up important files, and testing the migration process to ensure accuracy and efficiency.
Body
Step-by-Step Guide for Reviewing & Organizing Files Before Migration
Contents
- Assess Your Current File Storage
- Categorize Your Files
- Organize Files for Migration
- Prepare for Migration
- Best Practices for File Review & Organization
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.
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- Redundant/Obsolete Data - Duplicate or outdated files that should be deleted.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.
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- Remove outdated documents that are no longer needed.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.
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.
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