Shared Network Drive Project

Posted: 10:09:14, Tuesday, Sep 21, 2021   Expiration: 10:09:14, Wednesday, Sep 28, 2022  

LIT has begun a project to migrate network shared drives to Microsoft. We will update campus on the project as it develops.

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.

Current Phase

  • University Shared Drive (O: Drive) 
    • October 15th - O: Drive will become Read-Only
    • November 12th - All rights to the O: Drive will be removed
  • LIT S: Drive Testing
  • Analyzing the complexity of S: Drives

Upcoming Phases

This project will be broken down into multiple phases and the S: Drives will be organized into different levels of complexity. A timeline will be developed and our team will work strategically with all areas on campus who are still using shared drives to help them transition and move to the SharePoint/Teams environment. We anticipate that this project will take at least a year to complete, possibly longer for more complex drives. 

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

OneDrive for Business: Windows Desktop

OneDrive (Mac): How to Use

UW-Stout Records Management

LIT Training Calendar 


-- UW Stout
KnowledgeBase: Heidi Catlin

Created: 14:40:10, Monday, Sep 20, 2021 (by Heidi C.)
Updated: 10:12:23, Tuesday, Oct 5, 2021 (by Heidi C.)