Purpose of the File Migration
Why? To provide secure off-campus access to a shared file structure, similar to what we know as G and H drives, without requiring VPN. Microsoft Teams and OneDrive offer centralized, collaborative platforms that use advanced security features to keep data protected.
**Be sure to check out the Support and Resources section at the bottom!
Structure of the New Setup
- H Drive becomes 2 sites for each department
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Internal Team Site: Accessible only to department members. Think of it as your secure workspace for internal files and projects. IT staff manage access.
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External Team Site: Allows sharing with other departments and external users. Ideal for cross-functional projects and external interactions. The department is responsible for managing access and removing access when no longer needed.
- G Drive and Google Drive become OneDrive for Business
What You Need to Do
Important: Anything left on the H or G drive after the migration will be considered archived and set to "read-only". All content left on the G and H drive will be permanently deleted within 5 years*.
H Drive - [Department] Central
(see the bottom of this article for a before and after)
- Review and Organize Files
- Declutter - Identify the files needed for current day-to-day operations. Keep in mind, you may need to include files from folders other than [Department] Central in your _External migration folder.
- Restructure - Create a new file structure that will best suit your department moving forward. Start simple to cover your basic needs. You can always grow in the new structure.
- * IMPORTANT - If you have files that are part of your record retention policy (https://wordpress.nccommunitycolleges.edu/sites/default/files/basic-pages/finance-operations/ncccs_colleges_2021_record_retention_policy.pdf), make sure they are included in your migration structure. If they are left on the H Drive, they will be permanently deleted within 5 years.
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Move your files to the appropriate migration folder (see example below)
- _A1_MigrationFolder_Internal – found at the top of your [Department] Central folder
- Create the folders based on your restructuring plans for your _Internal site
- Move, not copy, the files you identified in your review to the appropriate folders.
- You will need to access these files from the A1 folder until your files are migrated by IT.
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_A1_MigrationFolder_External– found at the top of your [Department] Central folder
- Keep in mind, you may need to move files from other H drive folders that you share with people outside your department.
- Create the folders based on your restructuring plans for your _External site
- Move, not copy, the files you identified in your review to the appropriate folders.
- You will need to access these files from the A1 folder until your files are migrated by IT.
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Example:
- Deadline Date
- On the agreed upon deadline date, IT will run the process to move the _A1_MigrationFolder_Internal contents to your new [Department]_Internal site and the _A1_MigrationFolder_External contents to your new [Department]_External site.
- Anything left in your H Drive folder will be archived (read-only).
- While the files are being moved, they will be briefly inaccessible.
- Last Step – Make your team files accessible through your file explorer on your computer
- Go to your new _Internal team site and navigate to Documents.
- Click the Sync button. Do NOT click “Add shortcut to OneDrive”.
- Repeat these steps for your _External team site.
G Drive and/or Google Drive – Personal Storage
- OneDrive for Business
- IT will make sure you have OneDrive for Business and M365 Office installed on your computer so you can interact with it through the file explorer, and it will sync to the cloud.
- Take the same steps as the H Drive migration:
- Restructure - Create the simple folder structure in OneDrive
- Declutter - Identify the files you want to move to your OneDrive
If you or anyone in your department use Google Drive frequently to create and share documents, please let IT know. We need to use the migration tool to move your files to One Drive so it can convert the documents to their Microsoft counterparts.
Each employee will be responsible for moving their own G Drive files to their OneDrive.
- Open OneDrive in the browser or in File Explorer on computer
- Open G Drive in File Explorer on computer
- Drag and drop the files or cut (not copy) and paste the files in the appropriate folder in OneDrive
- Once you have moved the files, you should immediately switch to accessing them through OneDrive.
- On the same Deadline date as the H Drive migration, your G Drive will be archived (read-only)*
Support and Resources
- Help Desk - [email protected] Contact us with any concerns or questions during the transition.
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ABOUT: M365 Tools - Feeling overwhelmed with all the M365 apps? This is a good place to start!
- ABOUT: What Does Team Site Even Mean?! - Trying to wrap your brain around what a team site is?
- HOW: Navigating M365 - Easily navigate to all the apps on your computer and in the browser.
- ABOUT: Sites & What the Locks Mean - Yellow locks, red locks...blue locks
- HOW: Find Your Files - The various ways you will see your files throughout M365. See what fits your work style!
- HOW: Share a File BEFORE Email Migration (really, REALLY important!!!)
- Training Sessions - IT will create tutorials, How To articles and/or hold training sessions to offer you support in learning Microsoft’s structure.