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Office 365: Shared drives due to become read only on 24 September – Action required

September 13, 2021

On Friday 24 September we will be moving to our final stages of our move to Office 365 as we lock down our share drive locations to being read only and colleagues begin to use Microsoft Sharepoint as their document storage system.

As part of this move there are a number of tasks that colleagues must carry out before the move:

  • Each department should by now have nominated a lead to support their move to Office 365, please ensure the name of this person has been forwarded on to penina.chiweshe@nhs.net
  • Ensure that all essential files are saved securely to the network shares and not locally on desktops. Remember files stored on your desktops are not backed up and are at risk should there be a hardware failure.
  • Files and folders should be organised clearly ready to be transferred to our new cloud solution.
  • Documents that have exceeded their retention period and are no longer required for our records should be securely deleted.
  • Colleagues should also ensure that their personal shares (h drive) are ready to be migrated over to Microsoft Onedrive and begin moving files as soon as possible. Please remember there is a maximum storage allocation of 2gb available to each staff member on Microsoft Onedrive.
  • Files should only be migrated to Sharepoint when users are on site with their computers connected directly to the Trust network. Colleagues should not attempt to upload large numbers of documents in bulk to Sharepoint whilst connected to the Trust network via Pulse Secure VPN.

Training on the new system is available; colleagues can enrol on the online course by following the instructions here: https://connect2.swbh.nhs.uk/trustindigital/office-365-moving-to-the-cloud/accessing-training/

All files and folders will need to be transferred by the 24 September, after which the current shared drive locations will be locked to being read only.

For more information or support with your move to Office 365 contact the IT service desk on ext. 4050 or 0121 507 4050.