Planning firm: project files moved from the file server to SharePoint in 219 migration jobs
For a planning firm in Hamburg, I prepared the retirement of its file server and moved the project files to SharePoint and Teams in agreed stages.
- Client
- Planning firm
- Industry
- Urban planning, Hamburg
- Period
- 2022 to 2025
Starting point
Project files sat on a local file server, in a folder structure that had built up over decades. Email was split between a local server and a web host. The team wanted to work in Microsoft Teams from anywhere, keep the structure it knew and lose nothing in the move.
Solution
In a workshop with the management we settled the target structure: which projects belong to which team, what becomes a channel and what becomes a library. That decision came before the migration, because SharePoint organises files differently from a file server: several libraries with few subfolders instead of deep folder trees. I reconciled the migration scan with the project list. Then 219 migration jobs ran in waves; I checked each pass and reworked special cases. A half-day Teams training introduced all staff to the new structure. Finally the mailboxes moved to Exchange Online and the old emails into a separate archive.
Outcome
Project files live in Teams and SharePoint, email runs entirely in Exchange Online, and the archive of older mail is preserved. The team works on the same data from anywhere. Data migration and training were planned together from the start.
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