Microsoft Office, office365, Sharepoint

Implementing Office 365 and Establishing a “New” File Share

We will move to the “Cloud” with Office 365 for email in early December 2013. This move will allow us to use SharePoint 2013 to automate document processes, enforce document or records policies, and create a file management system that will go far beyond what our file share provided. This change will require a clear project plan for success.

One of the goals assigned to me for 2014 is “to oversee the effective implementation of Office 365 and establishing a “new” S Drive in the Microsoft cloud.” To achieve this goal I am working on a project plan that will outline the process and include documentation and training.  The following documents will be created to support this goal.

  • A Visio diagram will visually represent the sites, libraries, and lists of the new file system
  • New standards document for governance including  taxonomy, folksonomy and metadata
  • Implementation Guide
  • Training guide
  • Guide for enforcement of the new standards (governance) will be handled.
  • Migration Plan

My company has been using SharePoint as an S drive for several years now as document storage but not as a collaboration platform. The plan is to move the current S: drive which contains 54,007 files under various folders that are no longer relevant to the current business model to a “new” file system designed so that staff can quickly find what they are looking for and to minimize frustration.

Diagram of new System — A Visio diagram will be created to visualize “new” file system before we design the new site. This will allow us to look for any issues or new features.  We will keep the initial layout simple but create a template for creation of future sites in SharePoint to stay consistent.

Implementation Guide — A Guide will be created on how we will implement the new system, which will include the set up and design.

New Standards (Governance) Document — After the new diagram is approved we will create Standards (governance) that will enforce order to the files in a scalable and flexible way.

  • Metadata will be used to group files together in views
  • Folders will be used sparingly to control permissions on groups of files within a document library
  • Folder and file-naming conventions will be based on the CTAM Style guide and industry terminology

Training Guide — Once the new system is designed and the standards are created, the staff will receive training. Staff will be required to show that they understand how to access the new file share and what the new naming conventions are before they will be allowed access to the new sites. They will also be instructed on how to migrate files over to the new system.  Librarians will be assigned to sections of the new sites to make sure the standards are followed.

Migration Plan — The final step will be the actual migration of files to the new system with scheduled follow ups. The object will be to bring current files to the new system and leave old files on the S: drive. The S Drive will still be accessible for historical use but will be read only. Retraining will be required for all staff in the months following the launch to make sure they understand the new system.

This goal will take place in phases beginning with designing the new system in December.  First quarter 2014 will be spent working on the new standards for governance of the new system. As soon as the standards are developed the implementation guide will be produced. Then the training guide will be created and training classes will be setup with staff. Finally we will migrate the files to the new system. This new system will start a new way of thinking and working for the entire organization once it is adopted.


One thought on “Implementing Office 365 and Establishing a “New” File Share

  1. Jason H. says:

    We’re currently working through a trial of Office 365 as I type and will probably be heading in this direction for a file share as well. Looking forward to reading more about your project plan; sounds great!

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