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File server migration to Microsoft 365 — moving your firm's files the right way.

Moving from a local file server to SharePoint and OneDrive is not an IT shortcut. It is a structured process that requires planning, decisions, and firm involvement at every stage. FCI manages the migration — but the firm owns the outcome.

6
phase migration process
100%
permissions documented before move
Zero
files moved without firm approval
Before We Start

This is a decision that affects everyone in the firm.

A file server migration touches every person who opens, saves, or shares a file. It changes daily workflows, access paths, and how your firm stores its most important data. That is why we do not start moving files until we have done the groundwork together.

Not Just an IT Project
This affects every employee's daily routine — how they open, save, and share files changes on the day of migration.
Everything Accounted For
Every file, folder, and permission must be documented before anything moves. No shortcuts.
Firm-Owned Decisions
The firm must make key decisions about structure and access that FCI cannot make on its behalf.
Communication First
Staff need to be prepared, not surprised. FCI manages the technical migration; the firm owns the structure and access going forward.
Discovery

What we need to understand about your firm.

  1. 01Firm profile — how long has the firm been operating, and how many staff and locations are involved?
  2. 02User readiness — what is the age and technical comfort level of the people who use files every day? This shapes training and support.
  3. 03Local champions — is there someone at each office who can be the go-to person for colleagues during the transition?
  4. 04Server details — how old is the current file server, and what operating system is it running?
  5. 05Storage volume — how much total storage are we working with, and how much of it is still actively used?
Permissions

Who has access to which folders today?

This is the question most firms cannot answer — and it is the single most important thing to resolve before a migration begins.

Undocumented Access
Most firms have never formally documented who can see what on the file server. Access is based on habit, not policy.
Permission Drift
Permissions accumulate over years — staff join, leave, change roles — and access is rarely cleaned up.
No Documentation, No Reproduction
If permissions are not documented before the migration, they cannot be reliably reproduced after it.
FCI Maps Everything
Every folder's access is mapped as part of the discovery phase — nothing moves until this is complete.
Before
Undocumented permissions on a local file server — staff access based on habit, not policy. No audit trail, no ownership, no accountability.
After
Documented, role-based access on SharePoint — every folder has a defined owner, clear permissions, and an audit trail built into the platform.
Pre-Migration Decisions

What the firm needs to decide before anything moves.

  1. 01Folder structure — what should the folder structure look like in SharePoint? FCI will help design it, but the firm must approve it before migration starts.
  2. 02Mapped drive replacement — what replaces the current F: drive, S: drive, or similar shortcuts staff use today?
  3. 03Ownership after go-live — who owns each area of SharePoint after go-live, meaning who can grant access and keep it organized?
  4. 04What stays behind — old archives, duplicates, and files no one has opened in years do not need to make the move.
  5. 05Internal point of contact — who is the firm's point of contact for staff questions during the transition?
Risks

The risks we want you to understand upfront.

Broken Shortcuts
Staff who click a mapped drive every day will need to learn a new way to access their files. Without communication and preparation, this creates frustration and support calls on day one.
Permission Gaps
Anyone whose access is not documented before the move may find themselves locked out of folders they rely on.
Duplicate Files
Years of saves and resaves mean there are likely duplicate files and multiple versions of the same document. Moving them as-is just moves the problem.
Transition Disruption
Even a well-run migration creates a period of adjustment. Staff need to know what is changing, when, and where to get help.

If no one inside the firm is accountable for the SharePoint structure once FCI hands it over, permissions drift and folder organization deteriorates. We help put that ownership in place.

The Process

What this migration actually looks like.

  1. 01Discovery — review current environment: file structure, permissions, storage size, staff profile, and mapped drives. Document everything and identify gaps.
  2. 02Design — work with the firm to define the SharePoint structure, agree on ownership, and map out what replaces current drives.
  3. 03Test migration — move a small, low-risk set of folders first to validate that permissions and structure land correctly.
  4. 04Phased move — files migrate in stages, not all at once. This limits disruption and gives room to catch and fix issues as they come up.
  5. 05Parallel access period — for a defined window, both the old server and SharePoint are accessible. No one is stranded while the transition completes.
  6. 06Handover & training — staff are briefed in plain language on what changed and how to use their new environment.
Timeline

This process takes months, not weeks.

Discovery Takes Weeks
Permissions mapping alone can take several weeks depending on the size of the environment. The firm's decisions — folder structure, ownership, what stays behind — take time to get right.
Multiple Phases
Test migrations, parallel access periods, and training all require their own timelines. Each phase builds confidence before the next begins.
Rushing Breaks Trust
A rushed migration leads to a SharePoint environment nobody trusts — files in the wrong place, permissions that don't match, and staff who revert to old habits.
Realistic Milestones
FCI sets clear milestones at the start and communicates progress throughout. No surprises, no moving targets.
Where We Start
A structured discovery engagement — FCI reviews your current server environment, documents permissions and folder structure, and delivers a migration readiness report before anything moves.
What You Get
A clear picture of what you have, what needs to change, and what the migration will look like — with no commitment to proceed until the firm is ready.

Ready to move your files the right way?

FCI works with broker-dealers and branch offices, insurance carriers and agencies, and RIAs. If your firm is still running on a local file server — we can help you move to Microsoft 365 with a structured, transparent process. View the full web brochure for the complete details.

Phone 973-227-8878
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