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.

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 any questions or cannot find your site!

Steps

Make a list of locations where my files currently are stored.
Note which folders contain individual professional files, departmental files, or shared project files.
1. Create folders called individual, department, and project_name at each original location to assist with organization.
Move individual files to OneDrive.
1. These files are typically found on your computer, Google, and/or the \\files server.
2. Windows users: The following folders on your computer are automatically synced to OneDrive – documents, desktop, pictures
3. 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.
1. These files are typically found on the \\files server, in your Google Drive, or in a Google Shared Drive.
2. CIT is creating SharePoint sites for each department.
3. There may be subfolders that are restricted to certain members of the department.
4. Ask CIT for assistance as needed!
Determine where project and other collaborative files will be stored.
1. Project files on the \\files server must be moved to SharePoint.
2. Collaborative folders can be stored in Google Shared Drives or SharePoint. Both locations permit sharing with external (non-Geneseo) email accounts.
3. Ask CIT for assistance as needed!
If there are files that cannot be stored on a shared location, please work with CIT to appropriately store them on your computer.
Remove files from old location (the last part of your “move”).
Personal files must not be stored in any of these locations!