Shared Network Drive Project
Posted: 2021-09-21 11:09:14 Expiration: 2023-01-23 11:09:14
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
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
-- UW Stout
KnowledgeBase: Heidi Catlin