Back to blog

How to Migrate Files Between Cloud Storage Systems Successfully

A lot of companies simply stick with the cloud system they have even if it isn't really working for them, as the effort of moving all their files can often feel like too much work. Nonetheless, sticking with the old program can easily lead to a high level of frustration within the workplace as employees quickly grow tired of an ineffective cloud storage system.

 

This is especially true as companies make changes to their storage program, like the recent ones at Google. However, there are many different ways to change this and move to another system that works far better for your company. Whether you are an employee pushing for change in an organization or the CEO of a business, this guide has been created in order to facilitate that move successfully. Read on below for all the important tips and tricks to successfully migrate your files from one cloud storage system to another.

 

Hire a Professional Team

One of the first ideas you can consider is hiring a professional to do the work for you. That way, you can sit back, relax and allow for a confident file sharing process with absolute maximum ease. While there will be some upfront costs involved in the process, it will save you a lot of stress in the long run, meaning that you can recoup these costs by being able to fully work on your business.

It's worth bearing in mind that Microsoft is slowly migrating away from Skype for Business towards Microsoft Teams, with the service finally ending on July 31st, 2021. This comes as Microsoft Teams has risen in popularity over the years as one of the premier business opportunities. For help in moving from Skype to Microsoft Teams, Dial a Geek offers a brilliant cost-effective service.

Only Share What You Need

One of the biggest mistakes that a company makes when it decides to move its files is to simply move absolutely everything, stretching out a process for far longer than it needs to be. A much smarter way of doing this is to take a smart and targeted approach that only focuses on moving files that you really need.

It is recommended to be ruthless when looking through the old files and seeing what can remain in the past. This can be for files that are out-of-date, duplicates, unnecessary to the new system of work, or containing false information. Adopting this more targeted approach also means that the new system is significantly slimmer, making it far easier to navigate in the long run.

Labelling Data Correctly

When moving files across, it's very important to make sure that every file is correctly named. If the files all come into a new cloud storage system with the wrong headings, this will cause a variety of headaches later on. It makes sense to come up with a comprehensive file-sharing plan that allows for a simple transference of files to their new place so they can be easily accessed and used in the future. This is to avoid mistakes like the recent upset at Monzo. By coming up with the right structures, then you can move with absolute confidence and hit the ground running once your team starts using the new system.

Copy The Correct Permissions Across

Keep your security manager happy by making sure that any files that require permissions are also copied across with the right passwords are also correctly identified and copied. The great advantage of this is that it will allow you to make sure that there are no problems logging in once you are making use of the new system. Be careful with human error in this process, as it is often seen as the number one threat when it comes to cloud storage breaches. It also means that there aren't any gaping security flaws within your new system, allowing you to use the new cloud storage successfully.

Use a Migration Assistant

For a lot of cloud storage system tools, there is the opportunity for their programs to automatically copy across the entire data set for you. This can be used no matter which systems are moving from one to the other, which means that it can work whether or not you are moving from Google Drive to Sharepoint, or iCloud to OneDrive. This is a great option if the move isn't that complex and you are willing to copy across all your files from one system to another.

Just be aware, as we have mentioned earlier, that if you have a lot of unnecessary files that are causing you problems in the first place, you may be replicating the same problems by copying them across into another system. The best option, in this case, is to go through your entire old system and remove all of those files before you start using the migration assistant.

Conclusion

There are a lot of different criteria to bear in mind when moving from one system to another. Nonetheless, as this guide shows, there are plenty of ways to make this migration a success. It's recommended to put in place nearly all the different strategies listed, then to use them in a smart way in order to set your company up on the new system.