Migrating File Shares to SharePoint 2007 Document Libraries

Transcription

1 An Applied Knowledge Group, Inc. White Paper 2100 Reston Parkway Suite 400 Reston, Virginia Migrating File Shares to SharePoint 2007 Document Libraries Best Practices and Strategy to Incorporate People, Process, and Learning with Technology By Katherine Gessner Renee Montgomery

2 Introduction This white paper outlines a strategic plan that incorporates people, process, learning and technology when migrating files shares to a SharePoint Document Management System. This information can help you decide whether or not a migration from file shares to SharePoint is right for you and the steps necessary to manage the migration with an overarching user adoption focus. Background No one likes to clean out the old file cabinets. It is as painful and time consuming to sort through data on file Shares as it is to clean out the basement that has collected a lifetime of stuff. It takes an investment of time, to ensure you retain what is important, decide the best place to store what you need to keep, and jettison the rest. So, if you are going to do this, you might as well do it the best you can. You need a plan to Determine who will help Create a realistic timetable Decide where you are going to start Dispose of the unneeded items Determine criteria for keeping things Store the things you wish to keep Replacing a File Share with a SharePoint Library A SharePoint library is similar to a File Share in that it is a container to store documents; however it offers significantly more benefits to users. A SharePoint Library provides a collaboration platform that eliminates ing documents. The document stays in one place so the current version is always available and confusion is eliminated. Better document management enhances findability by storing information about the content that can then be filtered or searched. Many settings can be applied at the library level (permissions, content versioning, and approval process) so different business processes can be accommodated for different libraries. Within a SharePoint portal, users can create multiple views for displaying contentpointing links from the original document to be viewed in a library in a desired workspace, so you retain only a single version of a document. Information management policies such as auditing and retention settings can also be applied at the library level. It is imperative to replace a File Share when you need: daily document collaboration, general document management, required versioning and history, documents requiring 2009 Applied Knowledge Group, Inc. 2

3 an audit trail for legal/regulatory purposes, security, search capabilities and Internet accessibility to all documents. Key Benefits of SharePoint Libraries SharePoint has so many features it often overwhelms new users and managers planning an implementation. It is best to approach from a benefit perspective and focus on an area where you have a business problem. For SharePoint libraries, following are some key benefits that help improve business processes for document management and File Share migration: Ability to apply custom properties (metadata) to documents so you can store more information about their content. Properties allow you to more effectively store, organize, and retrieve large groups of documents. You can create shared or personal views to sort and filter documents that are of interest. Content approval allows site managers to approve or reject which documents get added to a document library. Version control You can easily create workflow processes for reviews, editing and approvals. There are many types of SharePoint Libraries When multiple users contribute regularly and need to review and approve content, collaborating in a SharePoint site both simplifies and speeds up the process. It also retains version history and other important properties (metadata) surrounding the document. Dispersed work groups find SharePoint essential, as they can access content from anywhere they have an internet connection (and increasingly, via mobile phone). Telework programs are enabled with use of SharePoint libraries for collaboration, and could be essential in the event of a pandemic. To help minimize the dangers to employees, the Federal government is urging expanded Telework programs in the event of an H1N1 outbreak. When File Shares May Be Needed Keep in mind, SharePoint will meet your needs for most file types and basic records management, but there are instances when a file share is still necessary and SharePoint 2009 Applied Knowledge Group, Inc. 3

4 alone might not fully meet your expectations. At this point it may be necessary to use a 3 rd party application built specifically to work with SharePoint. It is not advised to replace File Shares with SharePoint when you have: Extremely large files such as video Certain File Types (code, executables, script files, etc.) Obsolete files Long-term storage Files are databases Files are applications A third party application is usually necessary when you have extensive records management, records retention, document management requirements or if you have thousands of documents to store and archive. Solution There are four essential elements in successful SharePoint implementations: People, Process, Learning, and Technology. Technology provides only 20% of a working business solution, and the people, process and learning are the muscle that makes the solution successful. The only way to effectively migrate to a SharePoint document management system is to plan and assess the entire process from a user adoption perspective. Step by Step Best Practices and Strategy for Migrating from File Shares to SharePoint Plan and Plan again you must have an overarching strategy that addresses goals, timelines, security, user requirements, and user adoption. 2. Know your overall document management strategy, so the file share migration syncs up. 3. Integrate a governance strategy into the plan, because without governance even the best of plans will fail. Governance is the light but steady hand that keeps the business reasons front and center, and helps prevent cataclysmic implementation problems. 4. Document everything from decisions to configuration, so there is a clear record of the whys and hows. This will help as challenges arise, so the rationale for previous decisions is understood, and changes can be made. 5. Backup often. 6. Communicate at every step of the process- a best practice for doing this is using a SharePoint site that incorporates a variety of methods including discussion boards, announcements, wikis, blogs, surveys and calendars to keep those involved informed. 7. Enlist management support and involvement to ensure the project has the necessary resources to be completed and sustained. 8. Train users on Best Practices for the migration process. 9. Do not roll out all the functionality at once- the best SharePoint implementations grow over time, with innovations from users Applied Knowledge Group, Inc. 4

5 Pitfalls to Avoid There are some hazards that can lead to additional problems during or after migration. Here are some tips to help you plan ahead to avoid them. Remove invalid characters from filenames- this can make transferred files unable to be uploaded and viewed. Be aware of nested folder structures that create too-long file paths. SharePoint has a url character limitation (255), and exceeding the limit can result in error messages or being unable to open the document. With any migration there is always a risk that necessary documents will not be moved over. It is recommended that the archived material still be easily accessible for at least a year. From the date of the migration forward, disable write access to the network file share but continue to provide read access. Team members will still be able to get information from documents on the network and upload files up to a SharePoint site as needed. Summary SharePoint is a powerful tool, and when implemented with appropriate vision and planning will provide substantial benefits across your organization. Its document management and collaboration features can provide relief for a large percentage of your document-based business problems. But the technology alone will not solve your business challenges. The secret to a successful SharePoint implementation is based in a user adoption approach and planning process to ensure you achieve your objectives. The AKG Approach Quick Delivery, Risk Management, Long-Lasting Value There s a concept we believe in at AKG the art of the possible. It is helping clients imagine a future state in which their organization works better, more efficiently, more cohesively, with the help of a business and technology solution tailored to their needs. We help our clients envision the possible and set priorities. Then we deliver tangible value quickly, meeting the most important business needs first. To minimize delivery time, risks, and costs and to limit our clients dependency on AKG we customconfigure and integrate off-the-shelf software whenever possible. Our proprietary Keys methodology relies on rapid prototyping and regular feedback loops between AKG and our clients. Some call our approach agile; we call it clientfocused Applied Knowledge Group, Inc. 5

6 Here s how the Keys methodology works: AKG s Keys Methodology Discovery & Adaptive Planning: You tell us what you need, we listen, and we plan collaboratively for a successful engagement. Solution & Design Development: We deliver prototypes and/or working software modules quickly, according to time-boxed iterations, so we can get your feedback. Implementation & Rollout: We work collaboratively with you to develop, test, and roll out successful business solutions. Sustainment: New business solutions require cultural change. We provide user adoption, training, and change management guidance. Why The AKG Approach Works: Shorter feedback loops mean you have more control. You will ask for what you need, know what to expect, and have ample opportunity to give input. No months-long requirements phases. We will develop a solution and schedule that suit your needs and priorities no disappearing acts by the project team, no unnecessarily complicated documentation. Diverse perspectives mean better ideas. We will collaborate internally and with our clients to vet ideas, test solutions, and ensure high quality. It meets auditing, reporting, and quality standards including Six Sigma Applied Knowledge Group, Inc. 6

7 About Applied Knowledge Group, Inc. Applied Knowledge Group (AKG) is a premier business and technology consulting company that provides innovative business collaboration solutions for government, commercial and non-profit clients. Headquartered in Reston, Virginia, AKG was founded in 1996 and our services include SharePoint implementations that create intranet, extranet and website solutions, and customized training tailored to your needs. AKG is proud to be a Microsoft Gold Certified Partner specializing in the implementation and support of Microsoft SharePoint, Business Intelligence solutions and related technologies. References SharePoint Server 2007 Best Practice, Ben Curry and Bill English Microsoft Office SharePoint Server Document Management White Paper: Office IT and Servers User Assistance Essential SharePoint 2007, Scott Jamison, Mauro Cardarelli with Susan Hanley Beginning SharePoint 2007, Amanda Murphy and Shane Perran Enterprise Content Management White Paper, Microsoft.Com 2009 Applied Knowledge Group, Inc. 7