The document provides guidance on moving files from a server to SharePoint document libraries. Key points include: - Each department will designate one or more curators to help employees adopt the new system and maximize collaboration. - Document libraries offer advantages like version control, security groups, metadata and organizing capabilities. No more than 5,000 objects can be in a library and departments are limited to 2,000 libraries. - The process involves identifying department files on the server, moving them to a staging area, and creating top-level folders in that area which will become document libraries in SharePoint. Curators can then add folders and files to organize department information.

1. Moving Files to the Hub
Feb. 2018

2. Table Of Contents*
• Introduction
• A few good curators
• From the ‘server’ to SharePoint
• Advantages of the Document Library
• Version Control
• Security Groups
• Metadata
• Planning & parameters
• Getting Started
*Click in the Table of Contents to jump to a particular section

3. “Everything is designed. Few Things
are designed well”
-Brian Reed-
Artist, Author
We need your help ….

4. A Few Good Curators
• Each department will need one or more curators
• A curator is an individual who sees the advantages of
using the Intranet / Hub (SharePoint)
• A curator can find ways to maximize the Hub’s
utilization to improve communication and
collaboration
• Department curators will work together in a cross
functional network to support the development and
user adoption throughout the business
• Together, we will develop the ‘platform governance’ for
the intranet – which will become the standard
processes and tools that can successfully be applied
across departments

5. A Few Good Curators
• A curator is NOT a technical expert nor a SharePoint
administrator (if you can confidently use Microsoft Office,
you will be able to develop and maintain the Hub)
• The purpose of the curator is to ‘evangelize’ about the
Hub to drive their departmental peers to improved
productivity with the Hub
• The key qualities of a curator are:
• An understanding of business operations and the flow of
information through the function and/or department
• Key knowledge and skills associated with the capabilities
and operations of their business unit / department
• Insight to the collaborations needs and mandates for that
business unit / department both internally as well as the
organization as a whole

6. Changing from ‘Server’ to SharePoint
• The biggest change in the way from which
we currently store files on the server to the
new Hub intranet is the introduction of the
Document Library.
• Think of document libraries as secure
buckets. To control who has access,
different permissions can be set for the
objects (documents and folders) within.
• Besides great options like being able to
access assets (files) from any device with
connectivity, there are several other key
advantages to using document libraries.

7. Advantages of Using Document
Libraries: Version Control
• Track history of a version When enabled, you can see
when an item or file was changed and who changed it. You
can also see when properties (information about the file)
were changed. For example, if someone changes the due
date of a list item, that information appears in the version
history. You can also see the comments people make when
they check files into libraries.
• Restore a previous version If you made a mistake in a
current version, if the current version is corrupt, or if you
simply like a previous version better, you can replace the
current version with a previous one. The restored version
becomes the new current version.
• View a previous version You can view a previous version
without overwriting your current version. If you are
viewing version history within a Microsoft Office
document, such as a Word or Excel file, you can compare
the two versions to determine what the differences are.
NOTE: We will only keep ten (10) major versions of a document.

8. Advantages of Using Document
Libraries: Security Groups
• As a curator designing and developing document libraries,
you will consider what type of files belong in each
collection as well who will need access.
• You will also think about who needs editing permissions or
simply viewing access. Curators can change permissions to
let the right people/security group (based on our Active
Directory Schema.)
• Remember, your department is considered a ‘site.’ By
default, security settings come from the layer directly
above in the site hierarchy.
• This means a site inherits permissions from the root site of
the site collection, and a sub site inherits permissions from
its parent site. Folders, lists and documents inherit
permissions from the site that contains them, and so on …
but that can be controlled by the Curator.

9. Advantages of Using Document
Libraries: Metadata
• Another great advantage of Document Libraries is the
options to organize through metadata (also called
‘metatags’)
• Simply put, metadata is information about information.
• Some metadata occurs innately with information like
name, file type, size, etc.
• Each Document Library can have it’s own unique set of up
to ten (10) metatags.
• "Managed Metadata" is a featured that is being applied in
the SharePoint "Term Store." This is where will keep our
company information taxonomy so that Metadata
attributes remain consistent throughout other applications
like Mia.
• Let’s take a closer look at metadata as currently being
used.
Name File Type Size Product Number

10. More about Metadata - Document Libraries

11. Planning and Parameters*
• Remember that a document library can
contain folders as well as various types of
files and documents. All types of files,
documents and folders are all considered to
be one (1) object.
• No more than five-thousand (5,000) objects
can be stored in a document library
• Each department (site) is limited to two-
thousand (2,000) document libraries or lists.
*NOTE: Files not transferred to the Hub will be archived by the IT department and will not
be immediately accessible by employees. When deciding what to move or not, a good rule
of thumb is anything older than two years may not be necessary.

12. Starting the Process:
• Through the network shortcuts on your
desktop, start identifying all files associated
with your department (include any of your
own that may still be in the ‘draft’ phase.

13. Starting the Process:
• After your files have all been identified,
open the ‘server shortcut’ on your desk
labelled “BEC Files”
• The IT department has set up the “Hub
Staging Area” which you can access in the
folder: 0000 Benchmark Hub (STFO)
• In this folder, you can find your respective
area.

14. Starting the Process:
• In your designated area folder, you can be start
designing your perspective document libraries by
creating 1st level folders.
• In other terms, simply open up the folder assigned
to your department and right click your mouse to
get the options pictured to the right.
• Select New  Folder
• The name you give that folder will correspond with
a Hub Document Library
• Any folders existing below the first level will be
actual folders within the ‘parent’ document library
• See the next slide for another example:

15. Starting the Process:
• To the right, look at the screenshot for “Finance”
• Take note of the three (3) highlighted 1st level folders.
• There will now be three (3) document libraries in the
Finance Hub
• Active Products Code Worksheet Archives
• Procurement
• RFPs Bids Adoptions