Shared Network Drive Project

Posted: 10:09:14, Tuesday, Sep 21, 2021   Expiration: 10:09:14, Saturday, Dec 31, 2022  

LIT has begun a project to migrate network shared drives to Microsoft. All departments who are in Phase 3 of the Stout FS Shared Drives (S: Drive) project are scheduled to be transitioned to SharePoint by December 31st. On January 3rd the drives in Phase 3 will become read only and disabled shortly after.

The Learning and Information Technology department has begun a project to migrate from network shared drives (O: drive, S: drive, and the M: drive) to the Microsoft collaboration tools, including Teams and SharePoint. Our team will be working strategically with all areas on campus who are still using network storage drives and we will work with areas to help them transition and move to the SharePoint/Teams environment. This will improve access to resources and the ability to collaborate while improving our information and security posture.

Upcoming Phases

This project will be broken down into multiple phases and the S: Drives will be organized into different levels of complexity. A tentative timeline has been developed and our team will work strategically with all areas on campus to help them transition and move to the SharePoint/Teams environment. IT Consultants will work with the representatives for each drive to determine a specific end date within each phase. While some departments are in later phases, we encourage the teams to begin working on this transition as soon as possible due the complexity of some of these drives. We anticipate that this project will take at least a year to complete, possibly longer for more complex drives.

The drives highlighted in green are complete.

**All departments who are in Phase 3 of the Stout FS Shared Drives (S: Drive) project are scheduled to be transitioned to SharePoint by December 31st. On January 3rd, the drives in Phase 3 will become read only and disabled shortly after.**

Phase One (January - May) Phase Two (June - August) Phase Three (September - December)
Art Administrative Student Life Services Business Office
CACHSS Admissions Counseling
Career Services Advisement Center Financial Aid
CEHHS Applied Ethics Parking
Dean of Students Chancellor's Office Administration Police
Disability Services Customize Instruction Procurement and Materials Management
English and Philosophy Discovery Center Research and Promotional Services
Faculty Senate English as a Second Language School of Ed Administration
Hospitality and Tourism Football Building Maintenance
Human Development and Family Studies Food & Nutrition
Integrated Marketing / Relations  Graduate School
NTLC Human Resources
PARQ International Programs
Psychology  Multicultural Student Services
Rehabilitation and Counseling Outreach Services
Safety and Risk Management PE and Athletics Admin
Stout Vocational Rehabilitation Institute Physical Education and Athletics
SVRI Client Database Provosts Office
SVRI Eligibility Registration & Records
University Development Speech Communication, Foreign Languages, Theatre, and Music Admin
University Honors Student Services
NWMOC Administration

Preparation

Checklist

To help you prepare for this transition we encourage you to do the following:  

Archive: If you have any documents that should be archived, contact University Archives at archives@uwstout.edu or 715-232-5418. Here is an example list of records that the archives would typically collect from departments, in digital and/or physical form:

  • Correspondence
  • Reports
  • Photographs
  • Project or Program files
  • Publications
  • Committee Records (meeting minutes, agendas, etc.)
  • Student Organization Records (Constitutions and by-laws, brochures, etc.)
  • Newsletters
  • Posters
  • Press releases

Delete: Delete any unnecessary files. Remember, documents must be deleted based on the published records retention schedule. For more information, visit Records Management.

Transfer: Save needed files to the appropriate SharePoint/Teams location. Pay particular attention to sharing and access rights to ensure only people with a business need can access the information.

Review: Consider business processes and workflow that include the use of shared drives. How can those processes be replicated and improved in a SharePoint/Teams environment?   

Train: Embrace the collaboration tools! The following training sessions have been scheduled in October: Demystifying Office 365 and SharePoint and Getting Comfortable with Collaboration: OneDrive, Teams & SharePoint. You can find out more about these sessions, as well as previously recorded sessions on our LIT Training Calendar

Stay Informed: Visit this KnowledgeBase News page for updated project information.

Reach Out: Contact your IT Consultant or the Technology Help Desk for any assistance.

Resources

Video Tutorial on Syncing Teams/SharePoint files to Explorer - This tutorial explains how you can set your Team/SharePoint files to sync to Explorer on your desktop.

  • Part One provides a short summary of this process (Beginning to 3:48)
  • Part Two expands and provides more information about the different way the files will sync and the icons that identify the differences. (3:49 - 10:33)

Checklist: Shared Drive Migration

OneDrive for Business: Windows Desktop

OneDrive (Mac): How to Use

UW-Stout Records Management

LIT Training Calendar 

-- UW Stout
KnowledgeBase: Heidi Catlin

Created: 22:40:10, Monday, Sep 13, 2021 (by Heidi C.)
Updated: 13:48:00, Tuesday, Nov 29, 2022 (by Heidi C.)