This document is a checklist for organizing your Geneseo files and transferring them to OneDrive and SharePoint.

Before You Start

Review CIT’s new Digital Storage Strategy guidelines.
Delete files and images that are no longer needed – less to organize and less to move!
- Departments and Individuals should follow SUNY Records Retention policy and schedules when managing their files.
- Records Retention and Disposition Schedule
- SUNY Document 806 (Detailed information)
Transfer personal files and photos to personal storage locations.

1 Before You Start
2 Checklist Steps
3 Department Managers
4 OneDrive Training - Microsoft
5 SharePoint Training
6 File Transfer Instructions
7 Related articles

CIT is creating SharePoint sites for all campus departments. These sites will have centrally controlled permissions to ensure your department has proper permissions. Please Ask CIT if you have questions or cannot find your site!

Checklist Steps

Please make a list of locations where my files are stored.
- Google Drive
- Google shared drive
- Geneseo issued computer
- My personal computer device
- Teams / SharePoint / OneDrive
- In someone else’s Google Drive
- Brightspace
Note which folders contain individual professional, departmental, and shared project files.
- Create folders called individual, department, and project_name at each original location to assist with organization.
Move individual files to OneDrive.
- These files are typically found on your computer, Google, or the \\files server.
- Windows users: The following folders on your computer are automatically synced to OneDrive – documents, desktop, pictures
- Mac Users: Some Mac users have iCloud syncing turned on. It must be turned off so that the following folders on your computer are automatically synced to OneDrive – documents, desktop
Move departmental files to SharePoint.
- These files are typically found on the \\files server, in your Google Drive, or a Google Shared Drive.
- CIT is creating SharePoint sites for each department.
- There may be subfolders that are restricted to certain members of the department.
- Ask CIT for assistance as needed!https://geneseo.atlassian.net/servicedesk/customer/portal/12/group/28/create/153
Determine where the project and other collaborative files will be stored.
- Project files on the \\files server must be moved to SharePoint.
- Collaborative folders can be stored in Google Shared Drives or SharePoint. Both locations permit sharing with external (non-Geneseo) email accounts.
- Ask CIT for assistance as needed!
For files that cannot be stored in a shared location, please work with CIT to appropriately store them on your computer.
Delete the files from the old location (the last part of your “move”).
Personal files must not be stored in any of these locations!

Department Managers

Please confirm the files have been moved to the correct digital storage solution.
All the moved files have been deleted from their original location.
Submit a request to deactivate the Google Drives and file spaces.
Send a communication to your department to inform them that the locations for file storage have been changed.