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Shared drives have personalities

It is easy to think of “content” as being homogeneous. The content on a shared drive is obviously 50% Word, 30% PowerPoint, and 20% Excel. If you are in IT and responsible for migrating this content to the cloud as part of your FastTrack program, watch out for landmines. You are likely moving large number of users’ files at once to OneDrive, SharePoint, or anywhere else, and you don’t have the time to think about what the content actually looks like before you move it. The people who own the content you are moving are actually least likely to think of their content as being the same as everyone else’s.

Here are some useful examples of content collection personalities:

  • Home directories – when you store content to your home directory, it doesn’t feel like it is on a “shared drive” even though it is on a network drive. You should expect large quantities of personally identifiable information (PII). You will also find many more drafts and work in progress content than a common shared location…and fewer records.

  • Human resources – HR tends to be very form driven and there is classified more easily than other types of shares. There is also lots of risky PII. The problem is that retention is generally event based and that event detail is not held within the content ... it is likely in external systems.