SharePoint Online Migration from File Share — As-Is Document Migration
IT Partner migrates files and documents from a local file server to SharePoint Online as-is, keeping the existing folder structure and synchronizing files that have changed since the migration process started. This service requires a Microsoft 365 tenant with SharePoint Online licenses, admin access to SharePoint Online, and a file server connected to the Internet.
What this engagement is
IT Partner will migrate your files and documents from the local file server to SharePoint Online while preserving the folder structure. IT Partner will also make sure the sync process is running so changed files are being migrated continuously. After migration, IT Partner will provide a detailed report listing files that could not be migrated, such as files affected by access or permission issues or bad file names. Upon completion of the project, IT Partner will provide a project closeout report indicating final project status, including evidence of matching acceptance criteria, outstanding issues if any, and the final budget.
Success criteria
What you receive
How the work unfolds
Confirm migration objectives, source file share locations, estimated data volume, SharePoint Online destination sites and document libraries, access requirements, communications approach, migration timing, change-freeze expectations, and acceptance criteria.
Configure the migration approach and connectivity, map source folders to the agreed SharePoint Online destinations, run the initial migration pass while preserving the folder structure, and enable ongoing synchronization for files that change after the initial copy begins.
Review migration results, compare source and destination counts where practical, validate representative folders and files in SharePoint Online, confirm users can access migrated content as expected, and identify files that require remediation because of naming, access, permission, path length, or other migration exceptions.
Coordinate the final migration window with the customer, confirm users have been instructed not to modify files during the project and cutover, run the final synchronization pass, capture remaining exceptions, and confirm the SharePoint Online destination is ready for user access.
Provide post-migration break-fix support, review unresolved migration exceptions with the customer, deliver the detailed migration exception report and project closeout report, and confirm completion against the stated success criteria.
Prerequisites
Who does what
IT Partner
- Create the Document Migration Plan
- Inspect files and folders that will be migrated
- Prepare SharePoint Online environment
- Perform the migration
- Make sure the sync process is running so changed files are being migrated continuously
- Provide post-migration break-fix and support services
Your team
- Provide a dedicated point of contact responsible for working with IT Partner and coordinate any outside vendor resources and schedules
- Configure all network equipment, such as load balancers, routers, firewalls, and switches
- Establish a communication plan for end users
- Provide access to physical and virtual servers and/or systems and services as needed. Provide remote and/or physical access to facility and systems required to complete the work.
- Provide access to files that will be migrated
- Perform changes to internal and external DNS as required
- Assist with identification of high-risk users (top executives and VIP users)
- During the project, you must notify users that a migration is occurring. Throughout the process, they should not modify any documents because any modifications will not be included in the migration.
What's not included
Limitations & technical notes
Frequently asked questions
What does the SharePoint Online - Migration from File Share As-Is service do?
IT Partner migrates files and documents from a local file server to SharePoint Online as-is, preserving the existing folder structure. The service also includes preparing the SharePoint Online environment, running the migration, and providing reporting on migration status and exceptions.
What does “as-is” mean for this file share to SharePoint Online migration?
“As-is” means IT Partner migrates the existing files and documents while keeping the current folder structure. The service scope does not state that files are reorganized, redesigned, or reclassified during the migration.
What is included in this SharePoint Online migration service?
The service includes a Document Migration Plan, inspection of files and folders, SharePoint Online environment preparation, migration from the local file server to SharePoint Online, migration sync setup, post-migration break-fix support, and a project closeout report. IT Partner also provides a detailed list of files that could not be migrated, such as files with access issues, permission issues, or bad file names.
What is not included in this migration service?
Training of the customer team, mail server migration, desktop software settings, and extensive documentation beyond the project closeout report are not included. These items may require a separate or additional service if needed.
How long does the SharePoint Online file share migration take?
The listed duration for this service is 1 week. The actual plan may vary depending on customer needs and data volume, so larger or more complex file shares should be confirmed with IT Partner before the project starts.
How is this SharePoint Online migration priced?
The listed price is $300 plus $5 per GB. Because the per-GB charge depends on the amount of data being migrated, the final budget is confirmed in the project closeout report after the migration scope and volume are accounted for.
What prerequisites must be in place before the migration can start?
The customer must have a Microsoft 365 tenant with SharePoint Online licenses, admin access to SharePoint Online, and a file server connected to the Internet. These prerequisites are required because IT Partner needs to prepare the SharePoint Online destination and access the source file data for migration.
What access does IT Partner need for the migration?
IT Partner needs admin access to SharePoint Online and access to the files that will be migrated from the local file server. The customer must also provide remote and/or physical access to required systems, services, and facilities as needed to complete the work.
What are the main project steps during the migration?
The stated implementation milestones are kickoff meeting, pre-stage data migration, verification of data migration, final data migration, and post-migration tasks. The source service description provides milestone names only, so detailed activity descriptions should be confirmed with IT Partner if required.
Will the existing folder structure be preserved in SharePoint Online?
Yes, preserving the existing folder structure is part of the stated service scope. IT Partner migrates files and documents from the local file server to SharePoint Online while keeping the folder structure.
Can users keep changing files during the migration?
The service states that IT Partner makes sure the sync process is running so changed files are migrated continuously. However, the customer responsibility section also states that users should be notified not to modify documents during the project because any modifications will not be included in the migration, so the exact change-freeze approach should be confirmed with IT Partner.
Will users be able to access documents from different devices after migration?
Yes, one success criterion is that users can access documents from SharePoint Online on desktop PCs, mobile phones, and tablets from any place at any time. This assumes the migration is completed successfully and users have the appropriate SharePoint Online access.
What happens if some files cannot be migrated?
IT Partner provides a detailed report listing files that could not be migrated. Common reasons named in the service scope include access or permission issues, bad file names, or similar file-level problems.
Does this service guarantee that every file will migrate successfully?
The service goal is that all documents are successfully migrated to SharePoint Online, but the scope also recognizes that some files may fail because of access issues, permission issues, bad file names, or similar problems. IT Partner addresses this by providing a detailed report of files that could not be migrated and a project closeout report with outstanding issues, if any.
Who is responsible for what during the migration?
IT Partner is responsible for the migration plan, inspection, SharePoint Online preparation, migration execution, sync process setup, and post-migration break-fix support. The customer is responsible for providing a dedicated point of contact, required system and file access, network equipment configuration, DNS changes if required, end-user communication, and coordination of outside vendor resources.
What should the customer communicate to end users before and during the migration?
The customer must establish a communication plan and notify users that a migration is occurring. The service specifically instructs that users should not modify documents during the project because modifications will not be included in the migration.
Does this service include SharePoint Online environment preparation?
Yes, preparing the SharePoint Online environment is included as a deliverable and an IT Partner responsibility. The customer must still provide the Microsoft 365 tenant, SharePoint Online licenses, and admin access required for that preparation.
Does this migration include SharePoint permissions or access redesign?
The stated scope confirms migration of files and documents while preserving folder structure, but it does not specify a permissions redesign or detailed access model redesign. Because access and permission issues may prevent some files from migrating, permission-related requirements should be reviewed with IT Partner before the project starts.
What does IT Partner provide after the migration is complete?
After migration, IT Partner provides post-migration break-fix and support services and a project closeout report. The closeout report indicates final project status, evidence of matching acceptance criteria, outstanding issues if any, and the final budget.