Cloud Storage and Collaboration Transition
The university is on a journey to streamline our cloud storage solutions by retiring BuckeyeBox by the end of 2021 and transitioning to Microsoft Teams and OneDrive for Business.
About the Project
Ohio State is retiring its BuckeyeBox service. We are using a tool called SkySync to copy files from BuckeyeBox data to OneDrive. When your department or business unit begins to migrate, OCIO will make a copy of files you own in BuckeyeBox and place them in OneDrive. You will then have read-only access to your files in BuckeyeBox. We will work with your IT support and departmental leaders to determine the best time for your department to migrate. In advance of your migration, you will receive communications with dates and resources specific to your migration.
Why We Are Transitioning
Transitioning from Box to Microsoft Teams and OneDrive for Business will be advantageous long term as it will allow us to:
- Get on one platform: The university and medical center storage will be streamlined into one solution, which is a goal of our institutional technology roadmap. It’s a complex project, so we expect the process to extend beyond the Box transition and into FY22.
- Eliminate service duplication: Microsoft Teams and OneDrive for Business are already part of our standard technology toolset and have many of the same functions as Box. Fiscal challenges mean we no longer have the luxury of providing duplicative services.
- Save money: In early 2020, Box.com re-evaluated its storage pricing strategy. Facing an almost million-dollar increase in cost was what first prompted us to re-evaluate our cloud storage offerings.
Instructional Phase (Aug 2020 - Jan 2021)
- Begin BuckeyeBox cleanup, university-wide.
- Identify and redefine processes that include BuckeyeBox.
- Tests and pilot high-volume moves.
- Publish resources and training opportunities for OneDrive for Business and Teams.
- Users start moving files.
Moving Phase (Feb 2021 - Dec 2021)
- Begin moves of department files and high-volume user moves.
- Move spring 2021 course materials to OneDrive for Business.
- Automated moves of individual’s files that are not already moved or deleted.
- ALL FILE MOVES MUST BE COMPLETED BY Dec. 31, 2021.
Shutdown Phase (Jan 2022 - June 2022)
- IT teams will review BuckeyeBox one last time to ensure everyone has the files they need.
- Ohio State’s contract with Box ends and BuckeyeBox is retired. (any files not already saved elsewhere will be unrecoverable)
- April 16 - Office of the Chief Information Officer, Office of Distance Education and eLearning, and Enterprise Security
- April 23 - Department of Athletics
- May 7 - College of Pharmacy
- May 10 - College of Engineering
- May 21 - June 16 - College of Arts & Sciences (users will be broken down into groups; moves for each group will begin at different times)
- June 25 - College of Veterinary Medicine
- July 2 - 23 - College of Food, Agricultural, & Environmental Sciences (users will be broken down into groups; moves for each group will begin at different times)
- July 16 - Office of Business & Finance
- July 16 - Wexner Center for the Arts
- July 23 - Ohio State Newark and Central Ohio Technical College (COTC)
- July 23 - College of Nursing
- August 6 - Ohio State Marion
- College of Education and Human Ecology
- College of Law
- College of Public Health
- College of Social Work
- Fisher College of Business
- Ohio State Mansfield
Quick Key Resources
These resources are available through the Administrative Resource Center (ARC) and require you to log in using your Ohio State credentials (additional context is provided in the "Your Role During Migration" section below):
- Migration Training Resources (includes FAQs)
- BuckeyeBox - Preparing Your Individual Files for Migration
- Learn OneDrive for Business
- Learn Microsoft Teams
- Upcoming and Recorded Online Training Opportunities
Step 1: Clean Up BuckeyeBox Files
Start getting your files ready by visiting the Administrative Resource Center (ARC) and reviewing the BuckeyeBox - Preparing Your Individual Files for Migration job aid. After you complete those steps, also review the items below.
We do not recommend self-migrating. Because OCIO has amassed resources specifially for this project, we have more "horse power" to bring to the process. When we copy your files from BuckeyeBox to OneDrive, we are leaving a read-only copy on Box, which reduces the risk of data loss. Lastly, when we migrate your files, collaborations will be recorded and maintained. If you have migrated files to OneDrive on your own, delete the copy on BuckeyeBox to avoid duplication of files. When we migrate your college or business unit, we cannot exclude individual users from the group.
Identify Custom Applications or Integrations
Your department should also identify any custom applications or integrations you have incorporated into your processes that currently use BuckeyeBox.
If you have API's or unique use cases, please share them with the project team at BoxMigrationProject@osu.edu. If you are a Managed IT Services (MITS) partner, you may also contact your relationship manager with concerns.
Review Retention Schedules
As you clean up your files, remember that Ohio State is required by law to retain certain records for a specific period of time. To learn more, visit the Retention Schedules page of Ohio State's General Records Retention Schedule. If a record series is not listed in the general schedule, contact Pari Swift (email@example.com) to get a copy of your unit’s unique retention schedule.
- Certificate of Records Destruction (CRD) – This form should be completed and sent to records management for authorization prior to any records destruction/deletion. If stored records become part of a new story or lawsuit, journalists, investigators, and attorneys often ask for this form if their requests for records are denied. The form can be completed entirely electronically and includes instructions. Rather than an item-by-item listing, it lists record series and date ranges being disposed of at any given time. Things that do not need the CRD form include documents in OnBase and these other records listed here.
- These Tip Sheets and Guidance may help you decide which records should be retained and moved and which can be deleted. It includes information about Transient and Non-Records; provides File Name Guidelines and offers File Organization Best Practices to help you find your files after they are moved.
Not sure how to do these things?
Step 2: Learn the New Microsoft Tools
All of our new collaboration tools are part of Office 365, also called Micrsoft 365 (these interchangeable names refer to the same suite of tools). First, begin any new collaborations in Microsoft Teams or OneDrive for Business to get more familiar with these tools. The best way to learn the tools is to use them, then refer to online resources as you have questions about how to complete a specific action to achieve the desired result.
Learn OneDrive for Business
- View Microsoft’s OneDrive Quickstart Guide to see features in a diagram that shows where to access each function.
- Visit the ARC's OneDrive for Business service page (login required) for job aids that explain how to manage and share files along with video demos, available training, frequently asked questions, troubleshooting and more.
- Don’t forget about data security. Please review the types of data that Ohio State has approved to be saved in OneDrive.
Learn Microsoft Teams
- View Microsoft’s Teams Quickstart Guide to see features in a diagram that shows where to access each function.
- Visit the ARC's Teams service page (login required) for job aids that explain how to collaborate along with video demos, available training, frequently asked questions, troubleshooting and more.
- Don’t forget about data security. Please review the types of data that Ohio State has approved to be saved in Teams.
Live Online Training Opportunities
Training opportunities on different Microsoft 365 products and concepts will be offered throughout the year.
To view a list of upcoming training events, as well as recordings of past trainings, visit the ARC's Mastering Office 365: Online Training With In-Person Instructors (login required).
Microsoft 365 Storage Feature Comparison
|Microsoft Teams||OneDrive for Business|
|Recommended for:||Collaborating with others, especially for projects that involve many shared documents||Individual use and storage, although files can be shared if necessary|
|Best for:||Storing, sharing and collaborating on Microsoft documents (Word, Excel, PowerPoint) when you desire integration with Outlook email, calendars and chat||Institutional documents with advanced security requirements|
|May be requested by:||Everyone at Ohio State||Request not necessary; all faculty, staff and students have OneDrive access as part of Microsoft 365|
|Storage Allotment:||25 TB storage for groups||5 TB storage for personal files|
|Maximum file size:||100 GB||100 GB|
|File types:||Most with some exceptions; see Invalid file names and file types in OneDrive for Business and SharePoint||Most with some exceptions; see Invalid file names and file types in OneDrive for Business and SharePoint|
While Ohio State endorses the use of Microsoft 365 apps, they can pose accessibility issues. This means it may take considerable time for individuals with disabilities to master. Therefore, it is best to offer additional options for completing course requirements. For more information, see Microsoft 365 Accessibility.
In OneDrive for Business and Microsoft Teams, there are fewer permission levels available than in BuckeyeBox. Everyone who is a member of a Team by default has full permissions to any files saved in that team's folder.
|Role||OneDrive Permissions||M365 Online Permissions|
Step 3: Let OCIO Move Your Files
We will copy the files you own in BuckeyeBox and save them to OneDrive in a new folder called "BuckeyeBox Data". When your files have been completely migrated, we’ll send you an email to let you know your migration is complete.
Why Let OCIO Move Your Files for You
We recommend that you have OCIO move your files as there are many advantages including:
- More resources: OCIO is using a minimum of 10 servers and partnering with an outside vendor (SkySync) to move everything over a period of several months, so clearly that’s more “horsepower” than your personal computer can offer. If you download more than 15 GB at one time, Box will convert the files into a .zip file before the download, which adds a step for you to save them where you want them.
- Less Risk of Data Loss: OCIO is COPYING files from BuckeyeBox and saving them into OneDrive. This prevents data loss because the files still exist on BuckeyeBox. You will have read-only access to the original file in BuckeyeBox until the end of the calendar year. You can download files again if you cannot find a file on OneDrive after the OCIO migration.
- Retain Internal Collaborations: We will retain internal collaborations if we move your files. If you move your own files, you will have to re-establish any collaborations you have with internal users manually. Regardless of how files are moved, you will need to re-connect with external collaborators.
What to Expect and Limits of the Migration
- It takes time: It will take a few days to move the files of everyone in your unit. We will send you an email once your files are moved, but user accounts will not all be completed on the same day.
- Share with Anyone Links: If you are using the “share with anyone with the link” option on BuckeyeBox, OneDrive will create new anonymous links for these files. During migration, you will receive an email every time the migration team creates a new anonymous link in OneDrive.
- Problems Occasionally Occur: Sometimes there are problems moving certain files. The project team will contact you if any of your files appear on the error report we receive after the migration is complete. Remember, copies of all of your files remain on BuckeyeBox, so even if there is an error during migration you will not lose any data.
- BoxNotes Become Word Documents: OneDrive will convert Box Notes into Word documents.
- No Editing During Migration: Do not make changes to files in BuckeyeBox after we have notified you that your migration has begun. Make changes in OneDrive after the migration is complete.
- There are limits to be aware of:
- Very Large Folders: If a folder contains more than 10,000 items, the migration tool will only move the first 10,000 files uploaded to the folder. Divide up any very large folders to ensure this does not create a problem.
- File Versions: The most recent ten (10) versions of a file will be migrated. The migration tool will not preserve any earlier versions.
- Box Comments: comments on files saved in Box will not be transferred to OneDrive.
- Number of Collaborators: The migration will maintain all internal collaborations. However, If you have folders with a large pool of collaborators, if you click the Shared link on the left, then the “Shared by You” link at the top of the page, you will see only 20-25 collaborators. This is a list error (a known issue), but we have found that all internal collaborators who had access in BuckeyeBox can continue to access files and folders in OneDrive.
- External Collaborations: External collaborations do not migrate; you will have to re-establish them. The Wexner Medical Center’s OneDrive platform is separate from the university, so those users are considered “external” users. See Step 4 below for more information.
Step 4: Access, Organize and Reshare Your Files
To access your files on OneDrive post-migration, visit microsoft365.osu.edu, select the “Log in to Microsoft 365” button, log in with your Ohio State credentials and then select "OneDrive". Your files will show up in a new folder called "BuckeyeBox Data" but you may want to reorganize them in a folder structure that makes sense to you. You can find files shared with you by selecting “Shared” in the left column.
Inform and Reshare with Collaborators
- Be sure to inform any collaborators that you have moved to OneDrive. In some cases, it might be practical to use Microsoft Teams to re-establish collaborations by creating new teams or channels.
- Learn how to reshare folders and files with Wexner Medical Center users and other external collaborators by visiting the ARC's External Collaborators Post Migration Task job aid.
Help Collaborators Share Anonymous Links
If you have shared anonymous links that are published on websites or assigned to go-links, you or a website administrator will need to reset them with OneDrive links manually after you move.
If you are not sure who is using these links, we recommend that you add a Box comment to any file that contains shared links before you migrate, letting other users know whom to contact to receive the updated link.
Moving files from BuckeyeBox to OneDrive for Business will take a number of months due to the sheer volume of data that we need to move. Because we are moving accounts in groups, since it is impossible to move everyone at one time, your use of BuckeyeBox will decrease and use of OneDrive will increase as more and more users move out of BuckeyeBox.
Collaborative Folders You Own
After you move, you and your collaborators can no longer update the files that you own in BuckeyeBox. You can open files in BuckeyeBox and it appears that you can still edit them; however, BuckeyeBox will not save those changes. The migration process will bring over all of the internal collaborations you have set in BuckeyeBox, so you will not need to reset collaborations in OneDrive. Users who have not moved yet will receive an error message when trying to add/modify/edit files you own in BuckeyeBox. The error states that the account is at its maximum space allotment.
Collaborative Folders Owned by Users Who Have Not Yet Moved
Conversely, if you have migrated to OneDrive but are collaborating with someone who owns folders and is still working in BuckeyeBox, you will use BuckeyeBox to view folders and files that they own. You will be able to add/modify/edit them as needed in BuckeyeBox as long as you are not the folder owner.