Storing data on network drives is one of the ‘traditional’ ways of storing data, that is still commonly used today. Network drives make data accessible, in a safe and secure way. However, given the growing importance of data, it is essential for a business to have a robust document management system that does much more than storing data. If you are looking to upgrade your document management system, then you need to migrate network drive to SharePoint. In this blog, we are going to take a look at some of the basics you should know about network drive to SharePoint migration and how are experts can help you with it.
SharePoint Online is a cloud-based service from Microsoft that helps organizations store, share, and manage information. It is a secure online workspace where you can create different team sites, create custom libraries, with custom metadata and even automate workflows.
At Evolvous, we offer a wide range of solutions based on SharePoint online, including helping you build a future ready document management system (DMS) or a SharePoint intranet. Click here to check the complete range of services that we offer.
There are several advantages you get with network drive to SharePoint migration. Here are some of the key ones:
With SharePoint Online, you can remove the physical limitations of a network drive. After migrating to SharePoint Online, you can access files from any device, and from any location. This enhances remote work flexibility and boosts organizational productivity.
SharePoint online allows you to collaborate on documents simultaneously with your team and see changes in real-time. This saves you time and eliminates version control hassles. SharePoint also comes with features that help you to track changes, thereby ensuring accountability.
Maintaining network drive requires you to manage a server network, which requires significant investment. Compared to this, SharePoint online has almost no additional infrastructure requirements as it is completely hosted on the cloud. This saves you the cost and effort in maintaining or upgrading your servers while using network drive storage.
Network drives are exposed to cyberattacks, irrespective of whether you are using Windows or Linux servers. On the other hand, SharePoint comes with robust security features from Microsoft. This not only helps you to keep your valuable data safe but also ensures complete compliance with regulatory requirements.
A big advantage that you get when you migrate from network drive to SharePoint is that you can automate repetitive tasks like document approvals, file routing and data entry with the innovative built in features. This saves time and reduces the chances of errors.
Evolvous designs, develops, and deploys organization-wide Robotic Process Automation (RPA) solutions that not just impacts document management, but potentially every crucial business action. Visit our RPA page to know more about our services and how they can help you grow.
At Evolvous, we offer professional solutions for SharePoint migration. When it comes to network drive to SharePoint migration, we follow a structured approach to ensure complete data integrity and minimal downtime.
To ensure the best results, we offer customized solutions to our clients. So, the exact process we follow differs from client to client. However, here is an overview of the process that we follow:
Preparing Data Inventory: Things start with a closer look at your data assets. Our team will analyze the volume, type, and structure of files on your network drive. Any sensitive data will be identified along with potential migration issues.
Goal Setting: We will have a detailed discussion with all the concerned stakeholders to clearly determine the goal that you want to achieve when you migrate network drive to SharePoint online.
Choosing the Right Migration Tool: There are many ways to migrate the data from your network drive to SharePoint. We can use proprietary Microsoft tools like SPMT (SharePoint Migration Tool), other third-party tools, or custom scripts. In many cases, we prefer to use custom scripts as it helps us to monitor the migration more closely.
Organizing and Data Cleanup: We would start categorizing the files into relevant folders and document libraries. This structure will be implemented once the SharePoint environment is set up. At this step, we will also remove any duplicate or outdated files.
Setting Up the SharePoint Environment: If you do not have an existing SharePoint environment, then a SharePoint environment will be set up. A critical step is to set up individual team sites and connect them to the SharePoint hub site. This will be handled by the SharePoint intranet team.
Testing the Migration Strategy: We will create a small subset of the data, and conduct pilot migrations. This will help us identify any potential issues with the system and our approach.
Execute the migration: At this stage of the process, we will execute the migration using the chosen tool and strategies as determined in the earlier stages.
Monitoring the migration: Depending on the volume of data to be migrated, the process can take several months. To protect data integrity, we prefer to migrate in batches. Throughout the process, our team of experts will closely monitor the process and ensure that any issues are resolved as quickly as possible.
Data Validation: Once all the data is migrated to the new SharePoint environment, we will test it to ensure accuracy. We would also validate any workflows, permissions, and metadata that are to be migrated as well.
Testing the functionality: We would verify that all the files are accessible, document versions are intact, and all the collaboration features are working perfectly.
Train and Support the Users: Our support does not end with successfully executing information. It is important to ensure that your team members are aware of the system and its functionalities. That is why we offer complete training and support to your users so that they can access and use the system effectively.
Refining the user experience: Based on the feedback generated by the users, we will address any usability issues and further customize the SharePoint environment to suit your needs and preferences.
Decommissioning the Network Drive: Once the SharePoint environment is up and running and the users have adopted it, we will help you gradually disable the access to the network drive.
Monitor and maintain the SharePoint environment: We would constantly monitor the new SharePoint environment and ensure that the sites are secure, updated and optimized to meet changing needs.
Review and adapt: The environment will also be constantly evaluated, and changes will be made to improve your SharePoint experience.
Speak to our team of Microsoft SharePoint experts and get the right answers.
Evolvous is a certified Microsoft Gold consultant in Canada, helping businesses in Canada, US and across the world with managed SharePoint migrations. Over the years, we have helped some of the leading global businesses migrate their data to SharePoint and boost their productivity.
To know more about us and what makes us the right option for your business, click here.