VolShare to SharePoint Migration

As you may be aware, the current hardware for VolShare/UTDrive is being retired.  ITS has developed a strategy to move users to different storage platforms. Our Document Management Overview knowledge base article shares more information about our storage options.  Our Data Storage Strategy webpage contains resources and more information about the phases of the project, including DIY instructions. Some data may be moved to a VolShare replacement site, which is Phase 3 of the project.

Throughout 2021, we will be reaching out to data owners to learn more about your data storage needs to assist in selecting the right storage tool for your data and documents.  

Why Are We Doing This Now?

VolShare has served us well, but it is old and there are risks associated with end-of-life technology.  We want to help you move to either SharePoint or the VolShare replacement storage solution before any data is lost. Don’t worry!  We’ll give you plenty of notice before you have to move your documents and data.  In addition, nightly snapshots of data continue to be taken, to prevent data loss.

Benefits of Moving to SharePoint

  • Microsoft products are HIPAA & FERPA compliant
  • Ensure your documents are safe, even if your device is lost, stolen, or damaged
  • No need for VPN
  • Can access your data/documents from any device (desktop, laptop, tablet, phone)
  • Able to share and collaborate on documents
  • Version History
  • Training and onsite assistance/support available
  • No cost to you solution 
  • Maximize ROI by using existing software

Before You Move Your Documents

Use the 5S lean method to clean and organize files:

  1. Sort: Move only what you still need and delete the rest! Start with the oldest files. Do you still need that file from 2014 about a process that you no longer use? 
  2. Set in Order: Use your folders to help keep files organized so you can find them when you need them. Give the folders easy-to-identify names.
  3. Shine: Set aside a regular time (weekly, biweekly, or monthly) to look through your hard drive and cloud storage for items that can be deleted.
  4. Standardize: Use OneDrive to store your working documents “not ready to share” and use SharePoint to store documents that should be shared with other team members.
  5. Sustain: Sustaining change is often the hardest part. After you decide on a schedule, mark the time on your Outlook calendar. Don’t know how to do that? Contact the Service Desk at 901.448.2222.


Printable instructions for Windows users
Printable instructions for Mac users


Article ID: 135325
Thu 8/19/21 9:39 AM
Mon 10/25/21 11:38 AM

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