{"id":1810,"date":"2025-11-10T00:33:47","date_gmt":"2025-11-10T00:33:47","guid":{"rendered":"https:\/\/www.ultrexstaff.com\/?p=1810"},"modified":"2025-11-10T00:33:48","modified_gmt":"2025-11-10T00:33:48","slug":"data-migration-manual-cloud-storage-or-server-to-sharepoint","status":"publish","type":"post","link":"https:\/\/www.ultrexstaff.com\/?p=1810","title":{"rendered":"Data Migration Manual: Cloud Storage or Server to SharePoint"},"content":{"rendered":"\n

Data Migration Manual: Cloud Storage or Server to SharePoint<\/strong><\/h1>\n\n\n\n

Purpose<\/strong><\/h2>\n\n\n\n

This manual provides a step-by-step process for migrating data from Dropbox to SharePoint to ensure data integrity, security, and minimal downtime.<\/p>\n\n\n\n

\n\n\n\n

Pre-Migration Checklist<\/strong><\/h2>\n\n\n\n
    \n
  1. Confirm Requirements<\/strong>\n
      \n
    • Client expectations and deliverables documented.<\/li>\n\n\n\n
    • Folder structure and permissions reviewed.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
    • Gather Credentials<\/strong>\n
        \n
      • Admin access to Dropbox.<\/li>\n\n\n\n
      • Admin access to SharePoint.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
      • Assess Data Volume<\/strong>\n
          \n
        • Calculate total storage size in Dropbox.<\/li>\n\n\n\n
        • Check SharePoint storage capacity.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
        • Backup Data<\/strong>\n
            \n
          • Create a full backup of Dropbox files.<\/li>\n\n\n\n
          • Store backup in a secure location.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
          • User Permissions Mapping<\/strong>\n
              \n
            • Document current permissions in Dropbox.<\/li>\n\n\n\n
            • Plan corresponding permissions in SharePoint.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
            • Communication Plan<\/strong>\n
                \n
              • Draft and send initial notification to staff about upcoming migration, including:\n
                  \n
                • Expected timeline.<\/li>\n\n\n\n
                • Key changes to expect.\u00a0<\/li>\n\n\n\n
                • Beginning outage time, and what to do (save local copies of files for during migration)<\/li>\n\n\n\n
                • Who to contact for questions or concerns.<\/li>\n\n\n\n
                • Schedule before the move even starts- when is the training to show them where their stuff is and how to access it?<\/li>\n\n\n\n
                • Prepare training doc and video for staff training on how to access new locations and best practices. These compliment the scheduled in person training.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                • Schedule reminder emails for 1 week and 1 day before migration begins.<\/li>\n\n\n\n
                • Send notification about outages during migration.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n
                  \n\n\n\n

                  Migration Steps<\/strong><\/h2>\n\n\n\n

                  Step 1: Prepare SharePoint Site<\/strong><\/h3>\n\n\n\n
                    \n
                  1. Create a SharePoint document library.<\/li>\n\n\n\n
                  2. Define folder structures based on client requirements.<\/li>\n\n\n\n
                  3. Configure permission levels for each folder.<\/li>\n\n\n\n
                  4. Test folder access permissions with sample users.<\/li>\n<\/ol>\n\n\n\n

                    Step 2: Export Data from Dropbox<\/strong><\/h3>\n\n\n\n
                      \n
                    1. Use the Dropbox web interface or API to download data.<\/li>\n\n\n\n
                    2. Maintain folder structure and metadata during export.<\/li>\n\n\n\n
                    3. Confirm file size and count match original data.<\/li>\n\n\n\n
                    4. Label the exported data folder clearly (e.g., DropboxBackup_DATE).<\/li>\n<\/ol>\n\n\n\n

                      Step 3: Upload Data to SharePoint<\/strong><\/h3>\n\n\n\n
                        \n
                      1. Use the SharePoint Migration Tool, preferably from one of our high speed upload jumpbox locations<\/li>\n\n\n\n
                      2. Verify data upload status and error logs after each batch.<\/li>\n<\/ol>\n\n\n\n

                        Step 4: Validate Data Integrity<\/strong><\/h3>\n\n\n\n
                          \n
                        1. Compare Dropbox and SharePoint data size and count.<\/li>\n\n\n\n
                        2. Spot-check sample files to confirm readability.<\/li>\n\n\n\n
                        3. Test permissions for different user roles.<\/li>\n<\/ol>\n\n\n\n

                          Step 5: Final Adjustments<\/strong><\/h3>\n\n\n\n
                            \n
                          1. Reorganize folders based on any additional client requests.<\/li>\n<\/ol>\n\n\n\n
                            \n\n\n\n

                            Post-Migration Steps<\/strong><\/h2>\n\n\n\n
                              \n
                            1. User Training<\/strong>\n
                                \n
                              • Provide SharePoint access guides (document and video)<\/li>\n\n\n\n
                              • Conduct training session for end-users.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                              • Monitor Usage<\/strong>\n
                                  \n
                                • Review access logs for unusual activity.<\/li>\n\n\n\n
                                • Confirm users can access necessary files without errors.<\/li>\n\n\n\n
                                • Have scheduled stand-by time for urgent needs directly after rollout.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                                • Client Sign-Off<\/strong>\n
                                    \n
                                  • Request confirmation from the client that data is accessible and correct.<\/li>\n\n\n\n
                                  • Document any issues resolved during migration.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                                  • Post-Migration Communication<\/strong>\n
                                      \n
                                    • Send final email confirming migration completion.<\/li>\n\n\n\n
                                    • Provide support contact details for troubleshooting. (this can be combined with training doc if doc is sent on day of rollout)<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n
                                      \n\n\n\n

                                      Troubleshooting Tips<\/strong><\/h2>\n\n\n\n
                                        \n
                                      1. File Name Errors:<\/strong>\n
                                          \n
                                        • Rename files exceeding SharePoint’s 400-character limit.<\/li>\n\n\n\n
                                        • Avoid special characters that SharePoint doesn’t support.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                                        • Permission Conflicts:<\/strong>\n
                                            \n
                                          • Reapply permissions manually if needed.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                                          • Missing Files:<\/strong>\n
                                              \n
                                            • Use backup files to recover any lost data.<\/li>\n\n\n\n
                                            • Verify logs for skipped files and re-upload them.<\/li>\n\n\n\n
                                            • Keep export of previous save as an offline time capsule for at least 3 months.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                                            • Slow Uploads:<\/strong>\n
                                                \n
                                              • 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.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n
                                                \n\n\n\n

                                                Tools & Resources<\/strong><\/h2>\n\n\n\n
                                                  \n
                                                • Jim and Andrae have done the most of these. Connect with them if needed.<\/li>\n\n\n\n
                                                • Training video of two different varieties are in the company youtube channel.<\/li>\n\n\n\n
                                                • 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.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"

                                                  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 Migration Steps Step 1: Prepare SharePoint Site Step 2: Export Data from Dropbox Step 3: Upload Data to SharePoint Step 4: Validate […]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[97,98,117],"tags":[],"class_list":["post-1810","post","type-post","status-publish","format-standard","hentry","category-it-processes","category-it-knowledge-base-articles","category-ms365","post-preview"],"_links":{"self":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts\/1810","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=1810"}],"version-history":[{"count":1,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts\/1810\/revisions"}],"predecessor-version":[{"id":1811,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=\/wp\/v2\/posts\/1810\/revisions\/1811"}],"wp:attachment":[{"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=1810"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=1810"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.ultrexstaff.com\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=1810"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}