ITS is in the process of retiring the hardware that houses VolShare/Vol2Share/UTDrive and has developed a strategy to move users to different storage platforms. See our Document Management Overview knowledge base article for more information about our storage options. NOTE: Some data may be moved to a VolShare replacement site as part of Phase 3 of the project.
If you are interested in getting started with your move from VolShare to Microsoft SharePoint, view the checklist and then submit a VolShare Retirement Service Request. The ITS Business Productivity Solutions team will contact you to learn more about how you currently use VolShare and provide training and support as you migrate your documents to SharePoint.
Why Are We Doing This Now?
VolShare has served us well, but it is old and there are risks associated with end-of-life technology. The benefits of SharePoint far outweigh the functionality available in VolShare for most users.
Benefits of Moving to SharePoint
- Is HIPAA- and FERPA-compliant
- Is cloud-based, which means your documents are available to you on campus and off
- Ensures your documents are safe, even if your device is lost, stolen, or damaged
- Eliminates the need to connect to the VPN
- Provides access to your data/documents from any device (desktop, laptop, tablet, phone)
- Facilitates document sharing and collaboration
- Provides versioning (i.e. a history of changes to documents)
- Gives you access to training and on-site assistance/support
- Is available at no cost to you
- Maximizes the university's return on its Microsoft investment by using existing software
Before You Move Your Documents
Use the 5S Lean Method to clean and organize files:
- Sort: Move only what you still need, and then delete the rest! Start with the oldest files. Do you still need that file from 2014 about a process that you no longer use?
- Set in Order: Use your folders to help keep files organized so you can find them when you need them. Give the folders easy-to-identify names.
- Shine: Set aside a regular time (weekly, biweekly, or monthly) to look through your hard drive and cloud storage for items that can be deleted.
- Standardize: Use OneDrive to store your working documents “not ready to share”, and use SharePoint to store documents that should be shared with other team members.
- Sustain: Sustaining change is often the hardest part. After you decide on a schedule, mark the time on your Outlook calendar. Don’t know how to do that? Contact the Service Desk at 901.448.2222.
Instructions
Visit VolShare Retirement Consultation and Support to request a consultation session.
Printable instructions for Windows users
Printable instructions for Mac users