Overview

SharePoint Online provides s a secure remote place to store, organize, share, and access information from any device. All you need is a web browser, such as Microsoft Edge, Google Chrome, or Mozilla Firefox. In addition, the OneDrive Sync tool offers integration with either the Mac Finder or the Windows Explorer. 

Benefits of using SharePoint

• Modern Storage Platform
• Up to 25 TB of storage available per site at no charge
• Integration with Microsoft 365 and Office applications
• Integration with Mac Finder and Windows Explorer using Microsoft OneDrive sync
• Approved by the ISO for use with certain classes of sensitive data

Advantages of SharePoint over Windows File Sharing

SharePoint Online offers several advantages over traditional Windows File Sharing:

• Accessibility: SharePoint Online is cloud-based, allowing users to access files from anywhere with an internet connection, unlike Windows File Sharing which typically requires a VPN for remote access.
• Collaboration: It supports real-time collaboration, enabling multiple users to work on the same document simultaneously. This is particularly useful for teams spread across different locations.
• Version Control: SharePoint Online automatically tracks changes and maintains version history, making it easy to revert to previous versions if needed.
• Integration: It integrates seamlessly with other Microsoft 365 apps like Teams, OneDrive, and Outlook, enhancing productivity and streamlining workflows.
• Security: SharePoint Online offers robust security features, including data encryption, advanced threat protection, and compliance with various industry standards.
• Customization: It provides extensive customization options, allowing organizations to create tailored sites and workflows to meet their specific needs.
• Search Functionality: SharePoint Online has powerful search capabilities, making it easier to find documents and information quickly.

What is Migrated

Migration Process

The Austin Disk team in collaboration with the ITS SharePoint team offers a managed process for migrating your Autin Disk file shares to SharePoint Online.  This process utilizes the Migration Manager tool.  Here is a summary of the migration process:

1. File share contact submits a request via email (austin-disk-requests@its.utexas.edu) for file share migration. The contact should provide the following: source file share (or folder(s) within file share) e.g.
   1. 1. \\austin.utexas.edu\disk\<share name> (to migrate a whole file share.)
      2. \\austin.utexas.edu\disk\<share name>\<folder name> (to migrate folder(s) within a file share, list full path to folder(s).)
2. The Austin Disk team meets with the share contact to review the migration process and set expectations.
3. The ITS SharePoint team starts an iterative process where data is copied and synchronized from the file share to a new SharePoint site and then reports are reviewed for errors. 
4. Data copy reports are reviewed, and errors corrected collaboratively by the ITS SharePoint team, Austin Disk team and the file share contact.  The file share may continue to be used at this time.  However, access is blocked to the new SharePoint site.
5. Once errors identified in the data copy reports are resolved to the satisfaction of the two teams plus the file share contact, a cutover date is set.  
6. The file share contact should advice all end-users of the affected share about the cutover as access to the share will not be available for the duration of the cutover maintenance window.
7. The cutover is typically a maintenance window within which the following occurs:
   1. The Austin Disk team blocks end-user access to the file share.
   2. The ITS SharePoint team performs a final data sync from the file share to the SharePoint site.
   3. Errors identified during the final data sync are resolved.  If resolution is not available during the maintenance window, the cutover is aborted.
8. The Austin Disk team informs the file share contact about the cutover status. If successful, end-users will be given access to the new SharePoint site.  Otherwise, access to the file share will be restored.
9. The file share contact should communicate the migration status to end-users.
10. The file share contact submits a request for the file share subscription to be cancelled.

SharePoint, OneDrive and OneDrive Sync

OneDrive and SharePoint bother offer storage in the Microsoft Cloud.  Within the UT tenant OneDrive has been setup for personal storage (within the school or work context) whereas SharePoint offers collaborative storage for CSUs. OneDrive Sync is a desktop program that you can use to either remotely access or sync documents from a SharePoint site or OneDrive personal storage to your computer for offline use.  It offers integration with the Mac Finder and Windows Explorer.  Before using OneDrive Sync to store data locally on your computer, please consider University and Information Security policy implications.

Resources

Credits: Microsoft Copilot