Migrating from File Server to a Hybrid File Server/Sharepoint Online Solution

Question

I was tasked with migrating a local File Server to a Sharepoint Online/File Server solution.  To give you a little background as to why my IT Director is wanting to do it this way: we are a Medical Clinic and we use NextGen hosted by AWS for our EMR system.  We have to use NAT to connect file server drives from our local network to the AWS domain.  So the idea is to have the drives that usually need to connect to AWS on a regular File Server, and then the rest of the existing File Server Migrate to Sharepoint Online.

My big concern with this is splitting up our eggs into multiple baskets.  I already know that there will be a challenge training end users to utilize Sharepoint rather than the File Server, but we have the added challenge of the end user needing to use a regular File Server for certain file access, and Sharepoint for the rest.  The split is approximately 33% File Server, 67% Sharepoint Online.

Has anyone here implemented such a solution with a File Server in conjunction with Sharepoint Document Libraries?  What are your thoughts on fracturing workflow in such a manner.  Personally I'm against this, but I would really appreciate any kind of feedback on this, as maybe I could be mistaken about my concerns.

Answer 1

Migrating a local File Server to a combination of a regular File Server and SharePoint Online can indeed present some challenges. Here are a few considerations and potential solutions to address your concerns:

User Training and Adoption: One of the key challenges will be training and encouraging users to adapt to the new workflow. SharePoint Online offers a different set of features and collaboration options compared to a traditional File Server. Consider providing comprehensive training sessions, user guides, and ongoing support to help users understand how to use SharePoint effectively. Emphasize the benefits of SharePoint, such as enhanced collaboration, version control, and remote accessibility.

Organizational Structure and Navigation: A well-organized and intuitive structure within SharePoint Online can help mitigate the confusion of splitting files between the File Server and SharePoint. Plan and design a logical information architecture within SharePoint, creating clear document libraries, folders, and metadata structures. Ensure that users can easily navigate and locate files regardless of whether they are stored in SharePoint or the File Server.

Permissions and Security: Set up appropriate permissions and security settings in both the File Server and SharePoint. Ensure that users have the necessary access rights to the files they require, while also maintaining data security and compliance. Regularly review and manage permissions to avoid granting unnecessary access.

Syncing and Offline Access: If users need offline access to files or prefer working with traditional file explorer interfaces, consider leveraging SharePoint sync capabilities. Microsoft OneDrive for Business allows users to sync SharePoint libraries locally, enabling them to access and work with files as if they were stored on a traditional File Server. This can provide a familiar experience while utilizing SharePoint's collaboration features.

Change Management and Communication: Implement a robust change management plan and communicate the migration and its benefits to all stakeholders. Regularly update users on the progress, provide training materials, and address any concerns or questions. Encourage feedback from users and make necessary adjustments to improve the workflow and user experience.

Continuous Evaluation and Optimization: Regularly assess the effectiveness of the hybrid solution and gather feedback from users. Identify pain points, areas for improvement, and adjust your strategy accordingly. SharePoint offers various analytics and reporting tools that can provide insights into user engagement and adoption.

Ultimately, the success of the migration will depend on effective change management, thorough planning, user training, and ongoing support. By addressing user concerns, optimizing the information architecture, and ensuring a seamless user experience, you can mitigate the challenges associated with splitting the files between a File Server and SharePoint Online.