Box Migration Exploration Project FAQ

For Microsoft training opportunities, please go to https://at-training.unh.edu/apps/ssr?action=category&id=58

1. What is the Box Migration Exploration Project?
Enterprise Technology & Services (ET&S) is doing an extensive exploration of our current Box environment including a review of all individual and group accounts, sizes of data stores, processes integrated with Box, and processes that use APIs. We are working with Microsoft and Forsyte – a vendor that specializes in automatically migrating data from Box to Microsoft cloud storage (OneDrive and SharePoint). Beyond this analysis and consultation, ET&S staff will participate in a feasibility pilot and migrate their individual Box files and folders to OneDrive migration. Selected ET&S Box Group accounts will be migrated to SharePoint and/or Teams.

2. What are the driving forces behind the Box Migration Exploration Project?
One of the major drivers is that last spring Box informed its higher education clients that it was raising its prices (for UNH, about 1000% increase annually) and implementing restrictive quotas (currently, there are no quotas). UNH as well as some 150 other higher education institutions began exploring the costs, impacts, and feasibility of migrating our Box data to Microsoft cloud storage.

Another important factor driving the exploration was that USNH is now under a single Microsoft premium license. The work to build a single, integrated Microsoft environment across all USNH institutions will be completed by June 2021. The Microsoft Integrated Services environment will afford easy file sharing and collaboration for all members of USNH institutions.

3. What are the benefits of a single, integrated Microsoft Integrated Services environment?

  • Improved user experience
  • Easy to collaborate with individuals & teams at your home institution & across USNH institutions.
    • Store & retrieve all your data in one place.
    • Share & edit files with others in real-time.
    • Stay abreast of projects & tasks in real-time through chat & virtual meetings.
    • Share & manage calendars.
  • Improved cybersecurity
    • Increased control of the environment means more resources available to support customers, resolve issues, & provide solutions.
    • Decreases our vulnerability from cyberattacks.
    • Helps maintain compliance with industry regulations (PII, HIPAA, FERPA).
    • Keeps pace with changing security requirements.
    • Enables better protection of institutional information & intellectual property.
    • Supports pushing critical security updates to protect users & data.
    • Simplifies IT Management & System Administration.
  • Positions USNH institutions for the future
    • The technical infrastructure can be more easily adapted to future expansion & extension.
    • Enables USNH to more easily expand or merge other entities.
    • Provides an environment that supports assessing & aligning capabilities, tools & data needs.
    • Provides a framework for shaping future use and integration of technology platforms, capabilities & tools across USNH. 
    • Reduces IT sustainment costs.

4. What is the difference among OneDrive, SharePoint, and Teams?
The following article provides an overview of these services and tips on when to use which service: https://td.unh.edu/TDClient/60/Portal/KB/ArticleDet?ID=2375. Refer to this article from Microsoft for additional information: https://support.microsoft.com/en-us/office/collaborating-with-teams-sharepoint-and-onedrive-9ea6aa07-6e5e-4917-9267-d4d361da3dea.

5. How much storage is provided on OneDrive? 
Each OneDrive account has a 5TB data quota/storage limit (1TB quota for accounts that is automatically increased to 5TB if storage reaches 90%). If you need more storage, contact ET&S through this form: https://td.unh.edu/TDClient/60/Portal/Requests/ServiceDet?ID=205.

6. How do I access my files on OneDrive?

  • Point your browser to https://portal.office.com.
  • Login using your username and password.
  • Click the waffle icon (nine dots in the upper left corner of the screen).
  • Click the OneDrive icon. 

The following linked article contains information on how to download the OneDrive desktop and mobile app: https://td.unh.edu/TDClient/60/Portal/KB/ArticleDet?ID=2054

7. What file types are supported by OneDrive and SharePoint?
For a full list of supported file types for both OneDrive and SharePoint, read this article from Microsoft

8. Is there a timeline for the Box Migration Exploration Project?
Our next phase of the project is a feasibility pilot for ET&S staff. About 200 ET&S staff will participate. The goal of the feasibility pilot is to fully understand the impacts and challenges of migrating from individual Box accounts to Microsoft OneDrive. In addition, selected Box Group accounts will also be migrated. These efforts will inform the ultimate decision regarding the feasibility of large-scale migration from Box to OneDrive for our GSC and UNH individual customers. It will also put to the test whether we can fully leverage a seamlessly integrated file storage and sharing platform with the full suite of Microsoft 365 products.

9. How will Box files and folders be migrated during the feasibility pilot? Will I have to move my own files? 
Pilot participants’ Box files and folders will be automatically copied to OneDrive by Foryste, a third-party vendor with proven experience performing Box migrations in higher education. You do not have to move your own files. 

10. Will Box files and folders be moved or duplicated during the feasibility pilot?
A new folder named “Box” will be created on a pilot participant’s OneDrive. The pilot participant’s Box files and folders for which they are the Owner will be copied from Box to OneDrive. The files/folders structure on Box will be duplicated on OneDrive.

If you are a Co-owner for Box files or foldersthose will not be migrated to your OneDrive account. However, you will continue to have access to those files/folders in Box.

11. How can pilot participants tell for which Box files and folders they are the Owner?
To determine which files and folders pilot participants own:

  • Log into https://unh.box.com
  • Click on Search Files and Folders
  • Leave the File Type(s) to Any Type and Date Updated to Any Time.
  • Type your email address into the Owners field. 
  • Click on the magnifying glass icon. 
  • The files and folders that you own will display. All these files and folders will be migrated to OneDrive.

12. Will file versions migrate from Box to OneDrive? 
No, only the most current version of the file will be migrated. 

13. Will Box Notes migrate from Box to OneDrive?
Yes. Box Notes will be converted into Word documents. Some formatting elements like tables and lists may not render properly, so migrated Box Notes should be checked in OneDrive post-migration.

14. How will Box Group accounts be migrated?
The Owner(s) of the Box Group account will be contacted during the ET&S feasibility pilot. In consultation with the Box Team, the Owner can decide where to migrate the Box Group account: to a Teams site or a SharePoint site. 

15. Will feasibility pilot participants’ Box files and folders be deleted once they are migrated?
No! Their data will remain in Box, and they will retain access to all their Box files and folders. However, for most pilot participants, they will not be able to edit now add new files and folders to their Box account. Collaborators in Box will still be able to share Box files and folders with pilot participants after the migration. 

16. How should feasibility pilot participants prepare for the migration?

  • Read this article on How to Reduce Box Folder Sprawl: https://td.unh.edu/TDClient/60/Portal/KB/ArticleDet?ID=2328
    • Remove any files from your Box account that you no longer need.
    • Remove yourself from files or folders you no longer need to access.
    • Evaluate with whom you have shared files and remove any permissions you no longer need.
  • Capture any needed Box comments now. Box comments will not be migrated to OneDrive. If you need any of these comments for your records or business processes, cut and paste the information itself or into a separate document of your choice (e.g., Word, OneNote, etc.)
  • Box Notes will be migrated to Word documents. Be advised that tables and lists in Box Notes may not render properly.
  • Simplify the folder structure in your Box account - fewer levels=less time to migrate. 
  • Discuss the Box Group account(s) you and your colleagues share:
    • The owner(s) of the group folder will be contacted regarding where to move. Decide where you want your shared files to be stored. This could be an existing or new SharePoint or Teams site. 
    • Are the folders and files still needed? How will you all provide input into what to keep and what to delete? Who will coordinate the input and decision-making?

17. What can feasibility pilot participants expect during and after the migration?

  • ET&S will send out an email to all pilot participants when the migration has started.
  • Pilot participants’ Box quota will be set to zero, so they will not be able to upload files to their Box account.
  • Box files will be read-only.
  • The files for which participants are the Box Owner will be automatically copied to OneDrive.
  • Only the latest version of each file will be migrated to OneDrive. 
  • Box Notes will become Word documents in OneDrive. 
  • Participants will see a folder named “Box” in OneDrive; this is where their files and folders migrated from Box. The file/folder structure participants had in Box will be duplicated. In the OneDrive “Box” folder.
  • Participants will be notified via email when all their files/folders have been migrated to OneDrive. 
  • If participants have shared a file or folder stored in Box with anyone in the UNH/GSC communities, that person will continue to have rights to the file in OneDrive.

18. Can pilot participants move files during the migration?
No! Do not move files from Box to OneDrive during the automated migration. 

19. Can pilot participants still access their Box files and folders after migration?
Yes. Once all a pilot participant’s files and folders are migrated to OneDrive, they will still be able to access them. They will not be able to edit their files nor will they be able to add new files or folders to their Box account. They will be able to edit files that have been shared by colleagues who have not had their Box files and folders migrated. They can also upload new files to folders owned by colleagues who have not had their Box files and folder migrated. 

20. Will shared Box links still work? 
Yes. Links will continue to point to the read-only file in Box. 

21. How do I access OneDrive?
For instructions on how to access OneDrive from your computer or mobile device, read this article: https://td.unh.edu/TDClient/60/Portal/KB/ArticleDet?ID=2064 

For questions not addressed, please:
Submit a question: https://usnh.edu/it/mis-support 
Contact the Help Desk:

  • GSC customers call 888-372-4270
  • UNH customers call 603-862-4242

Details

Article ID: 2420
Created
Thu 9/3/20 7:22 PM
Modified
Thu 6/17/21 1:17 PM