fileshare to sharepoint - things to consider
DESCRIPTION
Session by Peter Kalmström at SharePoint Saturday Stockholm 2014 (download examples here http://sdrv.ms/L1u6QG) Most organizations have huge file-shares with terabytes of data gathered during decades of using Office for collaboration. This sessions takes a deep dive into some of the lessons learned, challenges met and issued considered when the Swedish Migration Board moved their data into SharePoint 2013. I will share some PowerShell scripts that were useful and also explain how what SharePoint features were used as well as do a short demo of the results.TRANSCRIPT
Fileshare to SharePoint – things to consider
#SPSSTHLM09Peter Kalmström, www.kalmstrom.comJanuary 25th, 2014
SharePoint Saturday
Stockholm
Peter Kalmström www.kalmstrom.com
SharePoint and Outlook products
Cornerstone MCT Skype Toolbars http://blog.kalmstrom.com/ www.youtube.com/kalmstromcom
Agenda Converting to new file formats Inventory of existing files SharePoint containers Importing files Alternatives
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Migrationsverket example• 225 000 directories• Average directory contains less than 10 files• 1.5 Tb• Oldest files from 1980• Inventory didn’t drive choices
Fileshare inventory Find out what you have
Pre-requisites• Read-permissions on the fileshare• Permissions to read permissions• Backup account or audit account?
How?• Third party tools• PowerShell script
FilesInventory.ps1• Powershell script that loops files in a directory• Outputs 3 csv-files
Folders Files Permissions
Discussion helpers
Migration cut-offs• Created > year?• File-types?• Changed > year?
Demo files inventory
12
Convert old Office files to new formats
.doc => .docx
.ppt => .pptx
.xls => .xlsx
and more
Why?
• Size – up to 75 % space saving (.zip)
• Security – no macros
• Open Office Document Format - .xml
• It’s new!
• SP 2013 Search format handlers
Links
Links will break when filenames change
• One document to another
• Email, web-pages, shortcuts, chats …
How?
• Microsoft Migration Manager
• Manually – file open + file save as
• PowerShell script
ConvertOfficeFiles.ps1
• More control
• File change dates remain the same
Automating Office
• Language packs must be installed
• Save format must be the new one
• Slow!!
Trust center
Protected view
Demo converting files
21
Why not folders?• 10 reasons to avoid• It is a bad way to store information!
All the files in one doc lib?• Permissions trouble• Navigation trouble• Search will work badly• Scales badly
Converting file folders• Instead of creating folders
Site collections – files go into root site default library Subsites – files go into root default lirary Document libraries Metadata – tagged with
Choice Managed metadata
Meta-data• Best but requires
Wide acceptance to change End-user training Agreement on which tags are needed
How low can you go?• 3-4 levels is easy• 17 gets really difficult!
Demo creating containers
27
Importing files• Putting them in the right place• Setting meta-data• Permissions• Last saved by• Author• Creating views
28
Demo importing files
29
Other alternatives• 3rd party tools• Just index the data and display it via Search• Delegate
30
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