H: Drive & Inside Loyola Sites: Data Move Overview & Expectations

Summary

Throughout calendar year 2020, Technology Services will be working closely with departments to provide ideas and best practices in the movement of your H: and Inside Loyola Team Site data. This site contains links to useful support documentation that will aid in the movement of this data.

What is driving this move?

Office 365 Teams offers:

  • a modern interface and access from anytime anywhere
  • user control of access
  • the environment aligns with data security goals

What can I expect?

A representative from Technology Services will be reaching out to request a department-identified due date to have their content cleaned up and moved to Teams. In this meeting, the representative will go over Teams and point you to resources to help you with the data clean up and move. All content should be moved by 12/22/2020.

Timeline:

The expectation is that departments will complete the content move by the end of the calendar year. 

  • Starting in March of 2020, Technology Services representatives will be in touch with departments to request a department-identified move completion date.  
  • November 2020 - Notification reminding anyone with files remaining on H: drives that they need to move their files to Teams and delete them after they have verified they were successfully moved.
  • 12/22/2020 - Departments should have all content moved to Microsoft Teams by this date.
  • As needed at the end of calendar year 2020: Technology Services will migrate remaining files and folders after consulting with owners.
  • 2/1/2021 – H: Drives and Inside Loyola team sites will be taken offline.
  • 4/30/2021 – H: Drives and Inside Loyola team sites will be deleted.

Expectations of the Department

Departments will have the choice in migration processes:

  1. Clean up files on H: and Inside Loyola and move files as you clean up.
    1. Department tasks for this method:
      1. Clean up files
      2. Create Team and structure
      3. Move files via drag and drop as you clean up files
      4. Delete files and folders from H: and Inside Loyola team sites after you validate they moved properly
  2. Clean up files on H: and Inside Loyola and organize it as you wish for it to be moved into your Microsoft Teams site.
    1. Department tasks for this method:
      1. Clean up files
      2. Identify a one-to-one mapping to identify where files and folders should be moved, e.g. folder A = Channel A
      3. Create Team and structure
      4. Work with Technology Services representative to identify a date to perform the automated move based on mappings  

Tips & Tricks

Note: Before getting started, Technology Services recommends that you take a look at our Best Practices documentation for Teams.

For File Clean up

  • Learn how to sort files in your operating system
  • What are time frames in which you need to keep data? Are there accreditation or other governmental requirements to retaining data for a certain time?
  • When was the last time the file/folder was accessed? Is it still needed?
  • Who on your team can make the call about what folders? Pull people together and assign them portions of the clean up that relate to the work that they do.
  • What are some "rules of thumb" that your department can come up with to help navigate the clean up?
  • Are there folders you know you will need no matter what? The ones you go into daily? That is a great starting point for clean up.
  • Identify a structure that will be easy to transfer into Teams.
  • Sign up for Microsoft Team Overview Training or submit a request for a department training.
  • How will you keep track of folders you've already cleaned up? Create a new root folder for the new structure?

For creating and navigating Teams

Don't see an answer to your question? Check out all the Knowledge Base articles on Teams

For moving files to Teams