shared folders to SharePoint

Dear Support team,

Our management has been decided to move all company’s Shared folders from file server to SharePoint 2013.

What will be the best way to migrate the files and folders to SharePoint Please advice

Thanks
tabreedAsked:
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Walter CurtisSharePoint AEDCommented:
If using a third party tool is a possibility, I can recommend Sharegate. It does a good job.
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tabreedAuthor Commented:
Thanks,  

We would like to move files and folders from shared file server to SharePoint document library
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Walter CurtisSharePoint AEDCommented:
Gotcha - you might not be interested in a third party tool, but if you are, yes Sharegate will move files and folders from shared file server to a SharePoint document library. Just a thought.
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Jamie McAllister MVPSharePoint ConsultantCommented:
What sort of volumes do you have?

How many files/folders? What size in Gb?

This has a bearing on how you go about this.
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tabreedAuthor Commented:
Hi Jamie,

we have two shared file servers and around 600GB of data

Files around 450 thousand
Folders around 50 thousand

Please advice

Thanks
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Jamie McAllister MVPSharePoint ConsultantCommented:
OK this is a sizable migration project. This needs to be approached methodically to make it a success. This is not a question of copying the content over straight, that will not add value for your org, and indeed could easily be detrimental.

You'll want to employ some professional help to help you with such a migration.

First off, dispel the myth with management that all the content needs to go into SharePoint. It doesn't. Probably 80% of the content is inactive and should be archived for compliance. Compliance values context as well as content, so moving content into a whole new system for permanent storage busts that requirement. Also SharePoint is a relatively expensive storage medium. The documents are stored in a SQL DB not straight to a disk. This creates all sorts of hassles.

Start a formal migration project and involve the business. Get them to commit resources to identify the stale data and get sign off to archive it. Put it on several portable disk drives, clearly label them, and put them in various safes until needed for compliance (if ever). Establish with the business when this content should be destroyed and put policy in place to make this happen at the right time. (Take advice on this and follow any compliance procedures you need to locally).

Hopefully you have 80% less data to move than you thought you did. A good start. Next you need to plan to get value from the content in it's new home. Work with some experts to define an Information Architecture for your content. Once again this comes from working with the business and knowing what you have. Folders structures are not going to cut it in SharePoint. Define the columns and Content Types you'll tag your content with. Use these to categorize your content hopefully without folders at all. Folders are only really justified in SharePoint to help manage permissions for subsets of content or breaking up views in really large libraries.

There are various limits to work within. For example no single content database should be greater than 200Gb, depending on your disk iops. So plan for having multiple site collections with their own content databases, and plan for growth. Also, plan your views to not have more than 5000 items to be returned in one go. This stems from your information architecture piece again. What columns do you need to tag with. Tune search to find your content easily also. SharePoint is heavily about being able to find your content amongst the millions of other documents, this is why we have to do things right.

Also dispel the other myth that this needs to be done in one go. Break up the task by business area for example, and refine your plans as you go. You'll be making discoveries as you go, be flexible. Break it into phases. Pilot first, get that part of the business working on SharePoint,then move the next dept. Getting the business to see value in the new platform is essential to success, and some big bang straight copy with unfamiliar menus and look and feel will leave the business feeling like things are worse not better. (then IT will get kicked in the ass, always happens). Make sure the business gets training too!

Finally get a migration tool to aid the move of content. Sharegate has been mentioned, and I can state that I use Metalogix Content Matrix regularly. Assess and go with what works for you. The tool will speed the move and also help tag the content with your new columns as it's moved, replacing the folder based structure you have now.

All the above are general pointers. As you can see a migration of this size is a reasonably sized project, not an afternoons work. If budget allows I strongly suggest you get in some experienced consultants to guide the way. Make sure the business is involved at every stage.

This is not what management want to hear. They expected an XCopy and it be done. Moving to a whole new platform was never going to be like that. This is a major move, and this data is essential to the business (otherwise it'd be deleted) so the care and attention I mention has to be taken.
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tabreedAuthor Commented:
Thank you so much, sure we will plan accordingly your advice.

We have one more issue with long file names since there are so many files and folder with long name on shared folders.

Is there any way to solve the long files names issue
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Jamie McAllister MVPSharePoint ConsultantCommented:
Migration tools should be able to rename files in a standard way to remove illegal characters, and long file names. You could also run Powershell on your file share to achieve that before migration. It's quite possible your long file names contain metadata you want to harvest for your tagging. Working out a way to parse it usefully can be challenging, but this is why you choose people who have done migrations already.
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tabreedAuthor Commented:
thank you so much for detailed explanation
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