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
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Fileshare to SharePoint – things to consider
#SPSSTHLM09Peter Kalmström, www.kalmstrom.comJanuary 25th, 2014
SharePoint Saturday
Stockholm
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Peter Kalmström www.kalmstrom.com
SharePoint and Outlook products
Cornerstone MCT Skype Toolbars http://blog.kalmstrom.com/ www.youtube.com/kalmstromcom
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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
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Fileshare inventory Find out what you have
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Pre-requisites• Read-permissions on the fileshare• Permissions to read permissions• Backup account or audit account?
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How?• Third party tools• PowerShell script
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FilesInventory.ps1• Powershell script that loops files in a directory• Outputs 3 csv-files
Folders Files Permissions
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Discussion helpers
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Migration cut-offs• Created > year?• File-types?• Changed > year?
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Demo files inventory
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Convert old Office files to new formats
.doc => .docx
.ppt => .pptx
.xls => .xlsx
and more
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Why?
• Size – up to 75 % space saving (.zip)
• Security – no macros
• Open Office Document Format - .xml
• It’s new!
• SP 2013 Search format handlers
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Links
Links will break when filenames change
• One document to another
• Email, web-pages, shortcuts, chats …
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How?
• Microsoft Migration Manager
• Manually – file open + file save as
• PowerShell script
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ConvertOfficeFiles.ps1
• More control
• File change dates remain the same
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Automating Office
• Language packs must be installed
• Save format must be the new one
• Slow!!
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Trust center
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Protected view
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Demo converting files
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Why not folders?• 10 reasons to avoid• It is a bad way to store information!
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All the files in one doc lib?• Permissions trouble• Navigation trouble• Search will work badly• Scales badly
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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
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Meta-data• Best but requires
Wide acceptance to change End-user training Agreement on which tags are needed
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How low can you go?• 3-4 levels is easy• 17 gets really difficult!
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Demo creating containers
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Importing files• Putting them in the right place• Setting meta-data• Permissions• Last saved by• Author• Creating views
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Demo importing files
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Other alternatives• 3rd party tools• Just index the data and display it via Search• Delegate
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