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Data Migration Frequently Asked Questions (FAQs)

FAQs_Data Migration

Department folder data migration begins on September 23rd, 2019! See the tentative schedule. As your department's migration date approaches, you'll begin to receive notifications, and we’ll be sure you have all the tools you need to complete this successfully.
SharePoint Champions are people in your department who are knowledgeable and passionate about SharePoint. They're resources that you can utilize to learn more about SharePoint and to ease the transition into using it.

Additionally, SharePoint Champions serve as primary points of contact for the project team, especially during your department’s migration. Check the list of champions and get more information here: https://www.utmb.edu/o365/sharepoint/champions.

Would you like to be a SharePoint Champion? Please get approval from the head of your department and email the SharePoint project team at spo@utmb.edu. Include your request and the contact information for your department head. If you have questions about the data migration or for more information, please visit: https://www.utmb.edu/o365/sharepoint/data-migration-faqs.
The project team will make every effort to accommodate your request, but please understand that many factors must be considered when scheduling a migration. Please use the following email address to contact the SharePoint transition team for more information: spo@utmb.edu
  • Departments should begin identifying and documenting data that does not need to be migrated. Please be mindful of all records retention responsibilities when determining the data that does not need to be migrated. Please do not delete this data. Plan to provide your documentation to Information Services upon your transition.
  • Identify and document any files that contain links to other iSpace documents or folders. Plan to provide your documentation to Information Services upon your transition.
  • The transition timeline, guidance and instructions for migration preparation will be communicated, along with expectations for completion.
  • After your data is migrated, it will no longer be available from iSpace. Instead, you’ll access your files and folders through SharePoint and OneDrive.
  • iSpace will remain available to Information Services in a read-only capacity for a predetermined period of time, in order to handle any migration-related issues where data validation is necessary.
  • We’ll be sure you have all the tools you need to complete this successfully.

Setting up new spaces before we move a department's iSpace data over to SharePoint is problematic. It complicates the migration when we got to that department, as well as introducing a slight risk that the ‘new’ data will be lost. We’d really appreciate your patience, for the time being. We will all be more satisfied in the end.

Please contact the SharePoint Transition Project Team: spo@utmb.edu. Email sent to this address will reach the entire team.

Unfortunately, iSpace tickets cannot be migrated over along with data to SharePoint—once ticketed files are moved to SharePoint, a new SharePoint link will have to be generated. If the iSpace web ticket was shared with someone external to UTMB (and the link is still needed), then the associated file will have to be placed in the SharePoint Collaboration area (not Departments) to allow external sharing.