Moving files from shared drives has traditionally meant an extensive change management project locking down executive buy-in, creating cross-departmental teams to meet at regular intervals, extensive end-user training and staggered launches over the course of many months. It also demands a very big stick.
Inevitably as soon as the company’s back is turned, users default to using the tools that have the least impact on their day-to-day work — shared drives and consumer repositories. Out comes the big stick, punishing wayward users. The wielder of the stick needs to be tireless and vigilant. The stick holder needs to mete out swift punishment whenever someone throws a file up on a cloud repository, saves a duplicate onto the desktop or dumps a file in a shared drive to facilitate collaboration. Spare the rod, spoil the knowledge worker.
Maybe we could try a little tenderness with Shinydrive’s user-led migration.
Our user-led migration allows IT to customize the migration process that works best for each organization. It capitalizes on the users who are wading through the digital dump everyday, making decisions about what is valuable, and bypassing data that is redundant, obsolete and trivial.
Nothing changes for the end-user during this process. They continue to access all their information in all the repositories and shared drives they currently reside in. Shinydrive migrates the info to the ECM while managing their addresses so that the user still thinks they’re accessing the information where it’s always been.
Migration can be as specific as moving only documents directly accessed by users, to bringing entire folders over as soon as they are opened. IT can exclude certain filetypes like .mp3s or put file size limitations in place. Users can also be solicited for basic metadata as information is migrated over to the ECM.
As opposed to a lift and shift process that just brings everything over, the user is introduced to the process early on to make individual decisions on specific documents. Once in a proper RM solution, files can be put on a defensible disposition schedule. Files left on the shared drives after an extended process are the files no one has touched and can be quickly compressed and archived.
Users can be obstinate and stubbornly opposed to change if it gets in the way of getting their work done. Stop trying to cudgel them into submission with difficult applications and extensive workarounds. Take a more benevolent approach and let them work the way they want while quietly ensuring your information gets put into compliance with Shinydrive.