12 September

6 Things to Consider when Migrating Documents to SharePoint

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SharePoint offers you an incredible file-sharing platform for you and your teams. However, migrating documents to SharePoint is not a walk in the park. It is an elaborate process. If done well, it will give you an unparalleled file sharing experience. If done poorly, it can clutter your business functions. Consider the following things before migration.

The File Names

SharePoint accepts only specific file names. You have to comply to upload. There is a tendency to have folders and subfolders inside other folders. That will make your migration a nightmare. Also, it will make it difficult to access the files. It will also complicate file sharing from one department to another. For example, the finance department may want to see the invoice folders for all clients, but such invoices are inside individual client folders only accessible to client relationship managers. That can complicate the metadata scripting.


Organize Your Files

SharePoint offers limited uploads based on your price plan. Its metered cloud storage soon fills up if you are uploading technical files such as designs, maps, and drawings. You must decide what to do for large files. You can work with your data manager to help you with that. One way is to compress data. If that will affect the quality of the data, you may opt for a higher price plan.


Map Your Sources and Destinations

You will need to upload your files into specific libraries. To do that, you need to have a visual map of all the files and folders. Specify the flow of documents from one department to the other. Data management is best mapped from the source to the destination.

For example, the sales team generates an invoice, but the advice comes from the marketing department. The finance department will eventually process that invoice. You will also need to create your metadata to accompany your map.


Plan What to Move and When to Move it

Scheduling is an important aspect of any undertaking. Migration requires time and resources to deliver the project. If you are making uploads, your internet speeds that day may be severed significantly. Technical hitches can also affect your business. You need to factor them into your plans.


The Security and Sensitivity of the Information

Having sensitive data within your organization is common. Usually, companies keep layered security hierarchies that allow staff only to view what their security clearance allows. You will need to include the same security features before you migrate.


The Required Training

Apart from your IT department that may need additional training to handle the new infrastructure, your staff will also need training on how to use SharePoint. Migrating documents to SharePoint can improve business productivity. However, your team must learn how to use the many awesome features that this platform offers. That’s where SharePoint development and training come into place.


SharePoint is Essential for your Organization

Migration of your documents to SharePoint gives your organization an edge over companies that have manual systems. It helps you retrieve your files seamlessly. However, it requires careful execution for it to work.