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Clare is of course, as she is inadvertently, right ☺ Additional considerations (or sub-considerations) include 1/ looking at file naming conventions prior to migration and considering amending names of files to be migrated; 2/ migration policy: looking at what you choose to migrate and considering whether this is done en masse or on a copy across as required over a limited time period by the individual basis; 3/ If 2 is done, making a trawl of the residual files for anything of current business/archival value and then, having removed that, determining a reasonable period (determined on a cost/risk basis) after which the drive can be turned off and the data destroyed; 4/ migration of metadata- how will this work?- indeed, will it work?- and what are the implications of this? 5/looking at possible lower cost storage provsion for lesser used files within the new (or indeed any) system. There are a number of ‘archive and retrieve’ softwares available that will do this. They can save a packet in terms of shifting storage costs to systems that are cheaper to operate that the main one and, in term of user experience, the clicked on file (stub) typically produces the required file within a couple of seconds; 6/ on-going system maintenance. No records system manages itself. The ECM,EDRMS, EDMS wvr will need admin staff to manage use of the system- the work of the document centre staff member does not disappear when you move from paper to electronic, it simply changes; 7/ making process review a part of the migration project. If you do not, the new system will simply get you wherever you were headed quicker ie: if your systems were good, it will work better; if they were seriously flawed however… There will be lots more… next? ☺ From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Cowling Clare Sent: 27 May 2015 12:37 To: [log in to unmask] Subject: Re: SharePoint Online Given that almost all of us are having to advise our organisations about file migration from shared drives to numerous SharePoint sites I think an on-list discussion would be useful. So here’s my twopennyworth….feel free to disagree. Here we emphasise that before migration is even on the agenda it’s necessary for departments/teams to spend a considerable amount of time and resources on data cleansing, deduplication, developing on-going disposal rules, locating information owners and restructuring shared drives and the information in them into some sort of logical format which can then be slotted into the SharePoint environment. If they don’t then they will just be moving the mess (assuming there is a mess) from one location to another. There are tools which will help, but human investment in terms of time, by the people who understand the purpose and value of the information, is still essential; I would be interested to know how other information and records managers are handling the issue. We also advise anyone who will listen that a new storage location (be it a shared drive, Sharepoint on premise/in Office 365, an EDRMS or anything else) is not a solution in itself – information, wherever it is stored, can’t manage itself so resources need to be in place to carry out that function on a BAU basis after the information has been migrated. Again, it would be valuable to know how others are dealing with this requirement. Clare Clare Cowling | Information and Records Manager Information Governance | General Counsel | Transport for London Windsor House, 42-50 Victoria Street, London SW1H 0TL T: External 020 30540202 Internal 80202 | M: 07545 200429 | E: [log in to unmask]<mailto:[log in to unmask]> From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Meic Pierce Owen Sent: 27 May 2015 11:46 To: [log in to unmask]<mailto:[log in to unmask]> Subject: Re: SharePoint Online Yes and, as per your other email, happy to discuss off-list rather than post a long string to the assembled multitude… I am sure others are in the same position as us though- shifting drives and looking at the whole legacy file migration basket of issues. From: Catherine Smith [mailto:[log in to unmask]] Sent: 27 May 2015 10:54 To: Meic Pierce Owen; [log in to unmask]<mailto:[log in to unmask]> Subject: [MAYBE SPAM] RE: SharePoint Online We are still using shared drives and I would value any advice regarding changing this . Thank you Catherine Smith | Information and Technology Researcher [NHS Innovations Logo][RTC North Logo] NHS Innovations North 1 Hylton Park, Wessington Way, Sunderland, Tyne & Wear, SR5 3HD T: 0191 5164400 www.nhsinnovationsnorth.org.uk<http://www.nhsinnovationsnorth.org.uk/> [LinkedIn]<http://www.linkedin.com/groups?home=&gid=2347778&trk=anet_ug_hm> [Twitter] <https://twitter.com/nhsinnovations> Registered in England 237630 [ERDF] From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Meic Pierce Owen Sent: 26 May 2015 14:52 To: [log in to unmask]<mailto:[log in to unmask]> Subject: Re: SharePoint Online Shift to SP from shared drives yes, though not O365. Happy to share. Email offlist to arrange. Meic From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of Carey Clifford Sent: 26 May 2015 13:01 To: [log in to unmask]<mailto:[log in to unmask]> Subject: SharePoint Online My organisation is looking to implement SharePoint Online in conjunction with Office 365 and OneDrive to replace shared drives. If you have experience of this or are considering the same route would you be happy to share (no pun intended) your experience? Regards Carey From: The Information and Records Management Society mailing list [mailto:[log in to unmask]] On Behalf Of PeterK Sent: 25 May 2015 18:18 To: [log in to unmask]<mailto:[log in to unmask]> Subject: To Err Is Human; to Indemnify, Divine?: Human Foibles in the Cloud BakerHostetler’s inaugural Data Security Incident Response Report (the “Report”)<https://www.bakerlaw.com/files/uploads/Documents/Data%20Breach%20documents/BakerHostetler-Data-Security-Incident-Response-Report-2015.pdf> concluded that employee negligence and theft were two of the top five causes of data security incidents for the more than 200 incidents that we handled in 2014. Needless to say, this raises some important and concerning questions when it comes to the cloud. http://bit.ly/1FQFRnO http://bit.ly/1FQFRnO+ -- Peterk Dallas, Tx [log in to unmask]<mailto:[log in to unmask]> Save our in-boxes! http://emailcharter.org "The problems of our economy have occurred not as an outgrowth of laissez-faire, unbridled competition. They have occurred under the guidance of federal agencies, and under the umbrella of federal regulations." Senator Ted Kennedy, in defending trucking deregulation in 1978. 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