How to Migrate File Shares to SharePoint with Zero Downtime?

Saving files, documents, and other data in file shares has been a traditional way of storing data on computers. But it’s time to upgrade the way you store your data. Businesses are moving towards cloud-based platforms like SharePoint, Google Workspace, Dropbox, etc. It provides a way to reduce the overhead IT costs, licensing, backup, and infrastructure required to maintain the data.

For businesses that require centralized storage and better collaboration, migration to SharePoint is an efficient way to collaborate with others. However, there can be significant downtime during the process. How to avoid this? Fortunately, with strategic planning and execution, you can target a successful file share to SharePoint migration. 

Here’s how to plan!

Why do you need to migrate file share to SharePoint?

Here’s why you need to upgrade and move to SharePoint:

• With your files on SharePoint, you can get access to your files and folders anywhere with just a few clicks.

• With regular security and feature updates, SharePoint acts as a robust solution to store files.

• Allows multiple team members to collaborate on same documents rather than sharing again and again through emails.

• Provides easy scalability to businesses according to their growing users and business needs.

• Access to additional applications like OneDrive, Teams, Planner, and others.

Even a minor negligence during SharePoint data transfer can cause data inconsistency, poor user adoption, and low productivity. Let’s see how to avoid such repercussions. 

How to migrate File shares to SharePoint with zero downtime?

Targeting zero downtime during SharePoint site migration allows users to work without disruptions while the process runs in the background. It helps to preserve data integrity, minimize delays, and optimize resource usage. Here’s a breakdown of the process to move file share to SharePoint without downtime:

Prerequisites to arrange before migration

Here are a few things that you must confirm before planning the migration:

1. Do you have all the necessary permissions to migrate user’s data?

2. Do you want to maintain the structure of folders within the file share?

3. Have you planned the customizations or workflows for the destination?

4. Do you want to migrate the entire file share to the destination environment?

Plan the roadmap carefully

A successful migration strategy involves careful and meticulous planning. Start with the analysis of your current environment and arrange all the permissions that you’ll need.  Define clearly the objectives that you aim to achieve with the process.

Evaluate your source data

You cannot transfer everything from the source. It’s important to have a clear idea of what you want to take to the destination. Remove unnecessary and outdated files, folders, and other content from the source. Categorize all the data into folders and subfolders for easy management.

Communicate with the users

Always keep the users, shareholders, and decision makers in the loop and inform them of the plan before actually migrating to a new platform. To ensure smooth user onboarding after migration, it is important to provide them with information, learning material, and proper training of SharePoint.

Choose the best method to migrate to SharePoint

You can migrate data from traditional file shares to SharePoint with Microsoft’s SharePoint migration tool (SPMT) or with a third-party SharePoint tool.

SharePoint migration tool

SPMT is a free utility by Microsoft that allows easy migration of data to SharePoint from:

1. On-premises file share

2. SharePoint Server 2010, 2013, 2016, and 2019

3. SharePoint Foundation 2010 and 2013

You can use it to migrate the data. However, it is not efficient at handling complex metadata and has file size limitations.

Third-party SharePoint migration software

There is a reliable SharePoint data migration tool that you can try. However, Kernel Migration for SharePoint is the perfect one. It is designed with advanced algorithms to handle all data sizes and complexities while ensuring secure migration.

Run test migration and monitor

Start the process with some test batches to see if any errors need to be rectified. The analysis will give you an idea of how to run a hassle-free migration. 

After that, start with the migration with regular monitoring so that if there are any errors, you can resolve them in real-time.

Post-migration maintenance

Even the most perfectly done migrations may need assistance after shifting to the new platform. Test all the migrated data, permissions, and workflows. Collect feedback from the users and utilize it to make improvements in the environment.

Conclusion

With the right strategy and procedure in your hands, a successful file share to SharePoint with zero downtime is quite easy. However, you might notice complications in the process if the right migration tool is not selected. 

Kernel Migration for SharePoint helps you perform a data transfer with uninterrupted operations. Get the trial version of the tool today and see how effortlessly it transfers the data.

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