Data Migration Manual: Cloud Storage or Server to SharePoint

Purpose

This manual provides a step-by-step process for migrating data from Dropbox to SharePoint to ensure data integrity, security, and minimal downtime.

Pre-Migration Checklist

  1. Confirm Requirements
    • Client expectations and deliverables documented.
    • Folder structure and permissions reviewed.
  2. Gather Credentials
    • Admin access to Dropbox.
    • Admin access to SharePoint.
  3. Assess Data Volume
    • Calculate total storage size in Dropbox.
    • Check SharePoint storage capacity.
  4. Backup Data
    • Create a full backup of Dropbox files.
    • Store backup in a secure location.
  5. User Permissions Mapping
    • Document current permissions in Dropbox.
    • Plan corresponding permissions in SharePoint.
  6. Communication Plan
    • Draft and send initial notification to staff about upcoming migration, including:
      • Expected timeline.
      • Key changes to expect. 
      • Beginning outage time, and what to do (save local copies of files for during migration)
      • Who to contact for questions or concerns.
      • Schedule before the move even starts- when is the training to show them where their stuff is and how to access it?
      • Prepare training doc and video for staff training on how to access new locations and best practices. These compliment the scheduled in person training.
    • Schedule reminder emails for 1 week and 1 day before migration begins.
    • Send notification about outages during migration.

Migration Steps

Step 1: Prepare SharePoint Site

  1. Create a SharePoint document library.
  2. Define folder structures based on client requirements.
  3. Configure permission levels for each folder.
  4. Test folder access permissions with sample users.

Step 2: Export Data from Dropbox

  1. Use the Dropbox web interface or API to download data.
  2. Maintain folder structure and metadata during export.
  3. Confirm file size and count match original data.
  4. Label the exported data folder clearly (e.g., DropboxBackup_DATE).

Step 3: Upload Data to SharePoint

  1. Use the SharePoint Migration Tool, preferably from one of our high speed upload jumpbox locations
  2. Verify data upload status and error logs after each batch.

Step 4: Validate Data Integrity

  1. Compare Dropbox and SharePoint data size and count.
  2. Spot-check sample files to confirm readability.
  3. Test permissions for different user roles.

Step 5: Final Adjustments

  1. Reorganize folders based on any additional client requests.

Post-Migration Steps

  1. User Training
    • Provide SharePoint access guides (document and video)
    • Conduct training session for end-users.
  2. Monitor Usage
    • Review access logs for unusual activity.
    • Confirm users can access necessary files without errors.
    • Have scheduled stand-by time for urgent needs directly after rollout.
  3. Client Sign-Off
    • Request confirmation from the client that data is accessible and correct.
    • Document any issues resolved during migration.
  4. Post-Migration Communication
    • Send final email confirming migration completion.
    • Provide support contact details for troubleshooting. (this can be combined with training doc if doc is sent on day of rollout)

Troubleshooting Tips

  1. File Name Errors:
    • Rename files exceeding SharePoint’s 400-character limit.
    • Avoid special characters that SharePoint doesn’t support.
  2. Permission Conflicts:
    • Reapply permissions manually if needed.
  3. Missing Files:
    • Use backup files to recover any lost data.
    • Verify logs for skipped files and re-upload them.
    • Keep export of previous save as an offline time capsule for at least 3 months.
  4. Slow Uploads:
    • Use Koontz Jumpbox or gigabit upload location to do the download and upload. Do ONLY from within a VM created for this purpose only, and delete this VM 3 months after the deployment date.

Tools & Resources

  • Jim and Andrae have done the most of these. Connect with them if needed.
  • Training video of two different varieties are in the company youtube channel.
  • Training docs are in the documents folder. Feel free to compare with docs customized for customers in WWFARMS, MPP PIPPING, or ASPEN CREEK- each of those have had migrations done after this process was nailed down.