Team AEDC SharePoint migrating to new version July 1

  • Published
  • By Deidre Ortiz
  • AEDC/PA
On July 1, the Team AEDC SharePoint site is migrating to the newest version of the application, SharePoint Online 0365, also known as SharePoint 2016.

This is an Air Force Materiel Command-driven effort, and the Arnold Enterprise Information Management Support Team is requesting assistance from SharePoint site owners to prepare for a successful migration.

“We have communicated the list of action items via email to our SharePoint site owners with a four-week completion suspense,” said Tracy Carter, Team AEDC SharePoint lead at Arnold Air Force Base.

SharePoint site owners were asked to provide a written justification to either maintain/migrate their site to the new environment or delete if the site is no longer needed. These written justifications should be sent to Zeldra Jefferson, local web administrator at Arnold.

Carter mentioned that each site will need an updated list of the site owners.

“All SharePoint sites should have a minimum of two owners but can have up to six owners maximum,” she said. “This will mitigate impacts and help maintain site continuity as people leave Arnold.”

Carter added, “It is very important for owners to respond. Otherwise, the decision to mitigate or delete will be left up to the AEDC SharePoint team.”

Before the sites are migrated, site owners are asked to clean up or delete items on their sites that are outdated or no longer needed. The actions for the cleanup include deleting the following:

1. Large video or audio files (over 10 megabytes) that are no longer relevant to an organization’s mission.

2. Photos and announcements of old holiday or going-away parties older than one year.

3. Duplicate files in separate folders.

4. Surveys that are no longer relevant.

5. Biographies of leaders who are no longer in your organization.

6. Documents that have not been modified or accessed in more than two or three years.

7. PDF files of Air Force instructions that are already available online at official Air Force websites.

8. Extra versions (over five) of recently created files including minor versions.

9. Extra versions (over one) of files that are more than a year old (save only the final version).

10. Unused subsites.

11. All workflow history on workflows that are no longer used or relevant.

12. All empty SharePoint groups unless will they will be needed in the future. If needed, make sure at least one user is part of the group or it will not migrate.

“It is highly recommended for site owners to back up the information on their sites prior to migration,” Carter said.

The Arnold SharePoint team will be completing final preparation actions beginning mid-June so that Arnold is ready by the July 1 migration date.

A local SharePoint Development Guide will be made available to SharePoint owners upon its completion. For those interested in SharePoint 2016 training, videos are available on the Air Force IT eLearning website:
https://usafprod.skillport.com.