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SharePoint Done Right: Tips for a Clean Migration

Moving from traditional file servers to SharePoint can feel like relocating your entire office — exciting potential, but plenty of opportunities for things to go sideways if not planned properly. We’ve guided dozens of organisations through this transition, and while the benefits are substantial, the path is littered with common pitfalls that can turn your migration into a months-long headache.

Start with a Spring Clean

The biggest mistake we see? Treating SharePoint migration like a simple copy-and-paste operation. Your file server has likely accumulated years of digital clutter — duplicate files, obsolete folders, and documents that nobody can remember creating. Before you migrate a single file, conduct a thorough audit. Involve your team in identifying what’s truly needed and what can be archived or deleted. A good rule of thumb: if it hasn’t been accessed in two years and isn’t required for compliance, consider whether it belongs in your shiny new SharePoint environment.

Plan Your Structure Thoughtfully

SharePoint isn’t just a cloud-based file server — it’s a collaboration platform with powerful features like version control, workflow automation, and integrated Microsoft 365 apps. Design your information architecture around how your team actually works, not how your old folder structure looked. Create document libraries based on business functions or projects, and establish clear naming conventions from day one. This upfront planning prevents the chaos of having multiple “Final_Version_FINAL_v2” documents scattered across your sites.

Manage Permissions Properly

File server permissions often evolve organically over time, resulting in a complex web of access rights that nobody fully understands. SharePoint offers more sophisticated permission models, but this flexibility can be dangerous if mismanaged. Map out your security requirements clearly, establish security groups in Azure AD, and resist the temptation to grant permissions at the individual file level. New Zealand’s Privacy Act requires organisations to protect personal information appropriately, making proper access controls essential, not optional.

Train Your Team Early

Even the most perfectly executed technical migration will fail if your team doesn’t embrace the new system. SharePoint works differently from traditional file shares — files can be co-authored in real-time, previous versions are automatically saved, and integration with Teams opens up new collaboration possibilities. Start training before the migration, not after. Show your team the benefits, not just the features, and be patient as they adapt to new workflows.

Test Everything Twice

Run pilot migrations with non-critical data first. Test your backup and recovery procedures. Verify that automated workflows function correctly and that external sharing settings align with your security policies. The New Zealand Government’s National Cyber Security Centre emphasises the importance of testing security configurations before going live with any new system.

A well-executed SharePoint migration transforms how your team collaborates and manages information. Take the time to do it properly, and you’ll reap the benefits for years to come. If you’d like to chat about planning your migration or avoiding these common pitfalls, our team is always happy to help.

Jessica Falconer
Director, Resolve Technology
When she’s not wrangling IT strategies, Jessica can be found wrangling labradoodles, teenagers, and parishioners — not necessarily in that order.