ITS is migrating the current on-premise file storage and sharing system (MESA/M: Drive) to leverage Microsoft 365 (M365) services available through the Microsoft (MS) A5 license agreement. As a result, this project will migrate file storage and sharing away from the current MESA (M: Drive) system and into the M365 platform.
There are a few types of files or uses of the current M: Drive that are not a good fit for the M365 platform. For these cases, a new, on-premise file system is being made available.
An engagement with a Microsoft partner will be used to support the migration of enterprise file storage from MESA to M365 services.
Benefits of M365
- Leverages existing Microsoft environment
- Real-time collaboration on documents
- Increased productivity with industry-standard tools
- Enhanced knowledge-sharing with online sharing
- Work anywhere that has an internet connection
- Improved communications that include chat, video conferencing, and online meetings
Implementation
In-Scope
- Files in the MESA M: Drive (within the MyData (individual) and Shared (department) folders)
- OneDrive, Microsoft (MS) Teams, and SharePoint Document Libraries for file storage
- Sensitive data
- Discovery of use cases for file storage in M365
- Training materials and guides
Out-of-Scope
- Local files on users' computers
- Rebuilding application connections that currently connect to MESA
- Developing training programs/materials
- Conversion of databases or files into new formats
- File folders on MESA other than the "mydata" and "shared" folders
- Data currently stored outside of MESA
Comparison of MESA and Microsoft 365 Features
MESA | Microsoft 365 | |
Individual Space | M: Drive (mydata) | OneDrive |
Departmental Space | Various GB amounts in a shared folder | Space in SharePoint Document Libraries and Teams |
Accessibility | Need to connect via VPN | Connect from anywhere using Two-Factor Authentication |
Security | Manage access to shares via the MESA Tools site | Enhanced permissions to sites, folders, and files within M365 (MS Teams, SharePoint Document Libraries, OneDrive) |
Searchability | Search file name only | Leverage built-in MS 365 search capabilities to do advanced searches by name, content, and more |
Better Collaboration | Integrates with Microsoft 365 ecosystem | |
Workflows | Manual process | Automatic tracking of a document's lifecycle |
Versioning | No versioning | The previous version is not lost once it's been deleted or overwritten Users can restore previous versions of documents |
Project Timeline
Phase 1
Discovery and Design: May-August 2023 (COMPLETE)
Phase 2
Migration and Implementation: September 2023 - May 2024
Target Completion
June 2024
2023 | 2024 | |||||||||||||||
May | Jun | Jul | Aug | Sep | Oct | Nov | Dec | Jan | Feb | Mar | Apr | May | Jun | Jul | Aug | |
Project Kick Off | ||||||||||||||||
Phase 1 - Discovery & Design | ||||||||||||||||
Phase 2 - Migration & Implementation | ||||||||||||||||
Migrate 'mydata' to OneDrive | ||||||||||||||||
New on-prem system available | ||||||||||||||||
Automated Jobs updated | ||||||||||||||||
Department Share Planning & Migration (Early Adopters) | ||||||||||||||||
Department Share Planning &Migration | ||||||||||||||||
Decommission current MESA system |
What to Expect
How to prepare
Mydata to OneDrive
- Review your individual files on MESA:
- Only the MESA mydata folder is being migrated. If you have files outside of the folder that are not in a shared drive that you wish to be transferred, you must move them into your mydata folder before the migration date.
- OneDrive is not approved to store Highly Sensitive Data (HSD). If there is institutional HSD in a MESA mydata folder, it must be deleted or moved to an approved department MESA shared folder. If you require guidance on approved spaces, please contact your department’s IT Director or Technical Point of Contact (TPOC).
- All data on Mason systems are required to meet retention policy requirements. Assess your data with the retention guides and information provided by the Office of Records Management.
- Familiarize yourself with accessing OneDrive and review the Getting Started with OneDrive Guide.
Automated Jobs Using MESA M: Drive
If you have jobs or scripts that transfer files to/from MESA M: Drive, you must assess how to update your job. If you need to maintain the ability to transfer files like you do today, you will be able to use the new on-premises file system.
If you have not already been contacted by the project team, please email mesa2m365@gmu.edu for more information.
Department Share Drives to Microsoft 365
- The project team is building a survey tool that will be sent to department representatives to gather information on preferred file storage spaces. If you receive the survey, please respond appropriately. To learn more about storage options, see File Storage Services.
- TPOCS are a vital source in helping ITS share information across departments and will serve as a resource for migrations. If you have not done so already, please identify and connect with your TPOC.
- MESA department share administrators manage membership to shared folders and will serve in the same role as folders are migrated to M365. Ensure that accurate share administrators are listed for your department's shared folders.
Highly Sensitive Data (HSD)
Work with ITSO if you have HSD
Access and use of HSD are restricted to those needing access for required business purposes. You must request approval if you believe you have a legitimate reason to use or store HSD on university-approved applications. Review the information on Highly Sensitive Data to learn more.
What is HSD?
- Data that could lead to identity theft or exposure of personal health information if exposed
- Data that has been identified by a researcher, funding agency, or research partner as requiring a high level of security protection.
The requirements for storage differ depending on the type of data you have. Review Policy 1114: Protected Data Types to determine if you work with HSD. For more information on HSD locations and justification, see Data Classification and Storage Requirements.
Training
-
- Accessing Teams, OneDrive, and SharePoint Files from Your Computer
- OneDrive Training
- Microsoft Teams: Working with Files Share and manage files in Microsoft Teams (login to LinkedInLearning required)
- Learning SharePoint Online: Store documents (login to LinkedInLearning required)
Questions
If you have questions about this project, please email mesa2m365@gmu.edu. In an effort to provide further support, ITS will hold weekly office hours via the Collaboration Collective MS Team – MESA Migration Project channel. Join the space for dates and times of the next session.
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What happens to share data that isn't migrated or removed from a MESA share?
Where are documents shared in Teams one-on-one and group chats stored?
Where are documents shared in Teams posts and channels stored?
Files you upload to a channel are stored in your team's SharePoint folder. For more information, visit File Storage in Microsoft Teams.