Blue Ridge Community College Technology Support

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. 

**IMPORTANT!!! Be sure to check out the File Migration Checklist article and the resources linked below 

Structure of the New Setup

• Internal Team Site: Accessible only to department members. Think of it as your secure workspace for internal files and projects. IT staff manage access.
   

• External Team Site: Allows sharing with other users, including users outside of the College. Ideal for cross-functional projects and external interactions. The department is responsible for managing access and removing access when no longer needed.
   

• 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*.

Step 1: Know What You're Moving

• Be aware, your department may have more than one folder on the H Drive to migrate. IT has a list of all folders, if needed.
• Do you need to keep the file?
  • * 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.
  • This is a good opportunity to declutter and restructure.
  • Videos and large graphic files should remain on the H Drive.
• Establish a deadline with IT to migrate your files using the migration tool. Keep in mind, when the files are being migrated to M365 they will inaccessible until the migration is complete.

Step 2: Move The Files

Create your new file structure and move the file to the appropriate migration folder based on the type. 

• OneDrive
  • Employees are responsible for moving their own G Drive files to One Drive
  • If you mainly use Google Drive for your personal files, please let IT know. They will schedule a time to use the migration tool to move your Google Drive files.
• _A1_MigrationFolder_Internal
• _A1_MigrationFolder_External
• If you are unsure where the file should go, use this tool to help you decide

Step 3: Migration Day

• When IT has completed the migration, please check your files in the new location.
• Make your team files accessible through your file explorer on your computer. 
  • Go to your new team site and navigate to Documents. 
  • Click the Sync button. Do NOT click “Add shortcut to OneDrive”.
     
  • Repeat these steps for any team site you want to sync to the file explorer on your computer.