How to Migrate Your Files to SharePoint

Why migrate to SharePoint?

Most organisations we speak to are running on shared network drives that were set up years ago. Files have no structure, version history doesn't exist, search doesn't work, and remote access is painful. SharePoint solves all of that, but only if the migration is planned properly.

A bad migration just moves the mess somewhere else. A good one is an opportunity to rethink how your organisation stores and accesses information.

Step 1: Audit what you actually have

Before moving anything, understand what's there. Run a report on your existing file share to find out:

• Total volume of data (GB/TB)
• How many files haven't been accessed in over 2 years
• Which departments own which folders
• Any obviously sensitive data (HR files, financial records, legal documents)

This audit typically reveals that 30–50% of files can be archived or deleted before the migration even starts. There's no point migrating a decade of redundant files.

Step 2: Design your new structure, don't copy the old one

The most common mistake in SharePoint migrations is replicating the old folder structure. The old structure grew organically and usually reflects how people used to work, not how they need to work now.

In SharePoint, think in terms of document libraries and metadata, not folders. Instead of:

Projects → 2023 → Client Name → Phase 1 → Drafts

Consider a flat library where documents are tagged with Project, Client, Phase, and Status. This means any document can be found in seconds by filtering, rather than by remembering which folder it's in.

Work with department heads before you build anything. Map out what people actually need to find and how they need to find it.

Step 3: Set up permissions carefully

SharePoint's permissions model is powerful but easy to get wrong. A few principles to follow:

• Inherit permissions from the site where possible, avoid breaking inheritance on individual folders unless necessary
• Use Microsoft 365 Groups rather than individual user permissions, it's far easier to manage
• Apply the principle of least privilege, people should only see what they need to see
• Document your permissions structure before you start, it's much harder to unpick later

Step 4: Migrate in phases

Don't migrate everything at once. A phased approach reduces risk and gives your team time to adjust.

A sensible order:

• Phase 1: One department, actively used files only, prove the concept and iron out issues
• Phase 2: Roll out to remaining departments, one at a time
• Phase 3: Archive or migrate historical files

During migration, keep the old drive read-only. Staff can see files but can't add new ones, this forces them to use SharePoint from day one without losing access to historical content.

Step 5: Train your team before go-live

The technology is the easy part. Getting people to actually change their behaviour is harder. Training shouldn't be a one-off session, it should cover the specific tasks people do every day, in the context of the new SharePoint structure.

Identify a few "champions" in each department who understand the system well and can support colleagues after go-live. This dramatically improves adoption.

Common pitfalls to avoid

• Migrating everything at once, overwhelming and hard to unpick if something goes wrong
• No metadata strategy, folders without metadata means you've just moved the problem
• Ignoring permissions, sensitive data ending up visible to the wrong people is a serious risk
• Skipping training, staff revert to email attachments and USB drives if they don't understand the new system
• Not testing search, the whole point is that people can find things. Test it before launch.

Need help with your migration?

We've managed SharePoint migrations for organisations across a range of sectors. If you'd like to talk through your situation, whether you're at the planning stage or mid-migration and struggling, we're happy to have an honest conversation about what's involved.