Cloud Storage and Collaboration Transition

The university is on a journey to streamline our cloud storage solutions, including the retirement of BuckeyeBox by the end of 2021.

 

At a Glance

BuckeyeBox will be retired by the end of 2021. When your department or business unit begins to migrate, OCIO will move your files to One Drive and Teams. We will work with departmental leaders to determine the best time for your department to migrate. In advance of your migration, your department will send communications with dates and resources specific to your migration.

  • If you work for Wexner Medical Center, you can visit their OneDrive page for information that is specific to you. Wexner Medical Center also has its own Microsoft Teams page.
  • What Should I Be Doing?
    • Clean up your files: Use this Job Aid to help walk you through this process.
    • Participate in trainings to learn how to use the new platforms. Recorded One Drive and Teams trainings are below under "Making the Switch." OCIO will host more advanced trainings as the project progresses.
    • Review the Retention Schedules for your documents.
    • 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.
  • Explore below for more details.

 

There's never a good time to switch cloud storage providers. Retiring the BuckeyeBox service will be challenging, but transitioning to Teams and OneDrive for Business will be advantageous in the long term because it will streamline our storage across both the university and medical center. Teams and OneDrive for Business offer features similar to Box, but this transition will require all of us to become more familiar with these tools so we can use them in place of BuckeyeBox.  

We encourage you to begin exploring Teams and OneDrive for Business now, though we will be offering you training opportunities for both programs. We will also be providing resources to help you get ready the move from BuckeyeBox to OneDrive for Business and Teams. Currently we have information available that will help you prepare your files for migration. We will continually add resources to this section, so we invite you to visit it often for more information that will help you make this transition.

Why now?

  • To get on one platform: Streamlining university and medical center storage into one solution is on our institutional technology roadmap. It’s a complex project, so we expect the process to extend beyond the Box transition and in to FY22.
  • To eliminate service duplication: Microsoft Teams and OneDrive for Business are already part of our standard technology toolset, have many of the same functions as Box. Fiscal challenges mean we no longer have the luxury of providing duplicative services.
  • To 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.

Timeline 

Instructional Phase
(Aug 2020 - Jan 2021)

Moving Phase
(FEB 2021 - DEC 2021)

Shutdown Phase
(JAN 2022 - June 2022)

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.

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.

Review BuckeyeBox one last time to ensure you have all of your files.

Ohio State’s contract ends with Box ends and BuckeyeBox is retired.

Making the Switch

Link to Training and Tips

We are building an extensive base of resources to help you make this change. Training resources are available in our Administrative Resource Center: Migration to OneDrive for Business from BuckeyeBox.We are planning on hosting training sessions follows:

Sharing and Working with Files in Microsoft Teams (30 min) Recording coming soon! (from Dec. 15 and Dec. 17). PREREQUISITE: Using Microsoft Teams


In addition, we’ve assembled frequently asked questions that users have asked at peer universities who are also migrating off of Box. We will add to this page on an ongoing basis as new issues arise, and share the questions and answers asked by other users at Ohio State so those inquiries can benefit all of our users. 

Master Articles will outline basic featurs of these products:

Mastering Microsoft Teams: Using the Files ViewWe will continually add resources to this section, so we invite you to visit it often for more information that will help you make this transition.

SkySync Automated Migration

Ohio State is working with a company called SkySync to migrate Box data via its content migration tool. Most of us collaborate on both individual and department folders. Therefore, you will likely move files though a combination of SkySync and self-move activities.

The Office of the CIO will move all of your files from BuckeyeBox into one folder on OneDrive for Business using SkySync. As your files are migrated, you’ll receive messages with “SkySync Administration” in the subject line to tell you when shared files or folders have been migrated. You will receive advance notice, communications, and training well in advance of your move so that you will have time to prepare.

Migrate from BuckeyeBox to Office 365 Storage

We suggest that you begin using Teams and OneDrive for Business now to get comfortable with our new storage options. We’ve broken the Box migration process down into a few basic steps.

Step 1: CLEANUP BOX FILES

Before your migration, do a bit of cleanup. Delete unnecessary files and “end collaboration” with files or folders that you don't want or need to access.

Your department should also identify any custom applications or integrations you have incorporated into your processes that currently use BuckeyeBox.

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 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 there are instructions as well. 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 other records listed here: transient/copies/non-records
  • 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 NEW TOOLS

First, begin any new collaborations in Teams or OneDrive for Business to get more familiar with these tools.

Review our training and guidelines to get your files ready. We’ll continue to provide guidance and training later this fall to help you decide how to organize your files.

  • Once you have moved files out of BuckeyeBox, and have confirmed they are available in Teams or OneDrive for Business, be sure to delete them off of Box. Otherwise you could end up with multiple versions of the same files, with different users making changes in different locations.
  • SkySync will map permissions and collaborations and maintain sharing when it moves files, so it may be better to have some files moved with this tool.

Step 3: OCIO WILL MOVE YOUR FILES

As we get closer to moving your college or business unit's user files using SkySync, we will send you messaging to let you know what to expect. While files are being moved, relax and let the migration happen. You’ll probably receive messages with “SkySync Administration” in the subject line to tell you when shared files or folders have been migrated. This migration may take more than a single day to complete.

Note: You can continue to access and modify files within BuckeyeBox up until your migration date. Once your migration has begun do not modify files on BuckeyeBox. Do not modify your migrated files on Microsoft OneDrive for Business or Teams until you get the email notice that your migration is complete.

Step 4: REVIEW AND ORGANIZE

When your files have been completely migrated, we’ll send you an email that includes your migration summary. The email will summarize any issues. You should check them carefully to ensure no files failed and you don’t lose any data.

Got flagged items?  Check out “Interpret flagged items in your ‘After Box Migration’ report.”

There will be some cleanup work, and you will need to tell your collaborators that you have moved to Microsoft OneDrive for Business or Teams.

To access your files on OneDrive for Business​ post-migration, visit office365.osu.edu and click the “Log in to Office 365” button. Login with your Ohio State credentials. Your files in OneDrive for Business will show up in a new folder called "BuckeyeBox Data." You can find files shared with you by clicking “shared” on the left column.

Office 365 Storage Features

Comparison of Ohio State Cloud Storage Solutions

Basic FeaturesMicrosoft Teams at Ohio STateOnedrive  FOR BUSINESS Storage
Best for:Storing, sharing and collaborating on Microsoft documents (Word, Excel, PowerPoint) when you desire integration with Outlook email, calendars and chatInstitutional documents with advanced security requirements 
May be requested by:Everyone at Ohio State; see Get started with Microsoft Teams at Ohio StateRequest not necessary; all faculty, staff and students have OneDrive for Business as part of Office 365.
Storage allotment:25 TB storage for groups5 TB storage for personal files
Maximum file size:100 GB100 GB
File types:Most with some exceptions; see Invalid file names and file types in OneDrive for Business and SharePointMost with some exceptions; see Invalid file names and file types in OneDrive for Business and SharePoint
Off-campus availability:YesYes

Accessibility: While Ohio State endorses the use of Office 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, see Microsoft Office Accessibility.

Managing Critical & Restricted Data (S3 & S4)

As part of the Box retirement migration, Ohio State is working on securing Microsoft storage to enable storage of restricted data and critical data.

Stay tuned for more information about when these environments will be ready for this type of institutional data and details about where data can be stored.

For details about how to adhere to our policies when storing and sharing S3 and S4 data, see Institutional Data: Permitted Data Usage By Activity (you must log in to view this page).

Permissions: Who Has Access to What?

As you review your Box files, it’s important to know which permissions you have given colleagues and people outside of Ohio State. For a breakdown of the permission levels, see Understanding Collaborator Permission Levels.

In OneDrive for Business and Teams, there are fewer permission levels available. Everyone who is a member of a Team by default has full permissions to any files saved in that team's folder.

RolePermissions OneDrive FOR BUSINESSPermissions O365 Online
Co-ownerFullFull Control
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