File Share Project - Harvard University€¦ · External sharing of files to non-Harvard faculty and staff is available with OneDrive. • SharePoint and Groups is a place for teams,

File Share Project

FAS File Share Engagement Council Kick-off

Fileshare.harvard.edu

HUIT Communications and Collaboration Services (CCS)

FAS Engagement Council Dec. 13, 2018 11:00am – 12:00pm 1414 Mass Ave, Rm. 561

• Introductions & Committee Charter: Mary Ann Bradley

• File Share Strategy, Project Overview, Pre-Requisites: Susan DeLellis

• Desktop Upgrades: Matt Reader & Paige Manning

• Initial FAS File Storage Analysis: Michelle Tutunjian

• Resources & Impacts: Laurie Gamble

• Next Steps: Susan DeLellis

• Appendix: File Storage & Share Service Comparison and Use Case Matrix

Agenda

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Engagement Council Charter

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Objectives Guiding Principles Standing Agenda

Educate and provide status to

council members who are

involved and impacted by this

initiative

Identify strategies for a

streamlined migration and

ongoing model for file share

storage- sharing

Define service policies and

process improvements that align

with the FAS objectives

Discuss project implementation

and migration strategies to

minimize risks and ensure

smooth transition

Instill adoption methodologies

Monitor ongoing impact, service

levels, & service improvements

Promote change and commit to

simplifying processes and

improving the user experience

across the FAS

Be open to new ideas and

processes

Identify and promote efficiencies

and cost savings

Be open and transparent with

communications and policies

1. Co-Chairs’ Report

2. Project Report

• Decisions

• Policy

• Business Process

• Communications

• Resource items

• Areas for Assistance

• Discussion Topics

The goals of the project are to:

1. Move to a common platform for individual file storage.

2. Provide anywhere, anytime access to files.

3. Drive greater security through elimination of unnecessary data.

4. Eliminate the premised based individual file storage option.

5. Provide customer cost savings.

6. Reduce user confusion over what tool to use for various use cases.

File Share Project Overview

ITCRB funded 3-year project to migrate user personal files from network based disk (U: , K:

Home Directory drives) into O365 OneDrive and provide user training/adoption services.

Develop and assess a Group/Departmental Proof-of Concept pilot to determine and

recommend a migration approach for Group shares through and ITCRB FY ‘21 request.

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End User benefits derived from moving to OneDrive include:

1. Robust file search capabilities and version history.

2. Access to files from multiple devices, anytime, anywhere without the need for VPN.

3. Virtually unlimited file storage.

4. Ease of sharing personal files with internal and external colleagues.

5. Integration with O365 and 3rd party desktop tools and features.

What types of files are appropriate for the “File Share” Project?

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Document File Storage and

Sharing

Digital Asset Management

and Video

High Performance

Research Computing

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• Vendor focus is on cloud storage• Our disk arrays still on premise• 60 Oxford St. Data Center

retirement project in progress

• No standardized, inclusive HUIT guidelines for use cases

• Users unclear on what to use, when

• Storage use increases each year:5%/yr personal*11%/yr group/departmental*

• Customer costs are increasing

Increasing Storage

Usage and Cost

Tool Confusion

Industry Moving to

Cloud Storage

Why now?

Outdated Service Set

• No anytime/anywhere access• Need to share files externally• Need for better search &

integration to office apps

*Estimates based upon disk allocation from 4/16 to 8/17

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File Management Service OptionsUse Case Recommended Service Available to

Individual Internal and External File Sharing & Storage

for up to level 3 data

Microsoft OneDrive Harvard faculty,

researchers, staff

Group and Departmental File Storage and sharing for

Office files and documents, or level 4 confidential data

Microsoft SharePoint Harvard faculty,

researchers, staff

Individual or Group Storage and sharing for Office files

and documents for up to level 3 data with a strong

need for co-editing capabilities

Google Drive FAS faculty, researchers

and their support staff

Group & Departmental File Storage for video, images,

application databases, direct attached storage for up to

level 4 data

Economy or Standard

Storage*

Harvard faculty,

researchers, staff

Faculty External Research Collaboration, up to level 3

data

Harvard Dropbox Participating schools

faculty, researchers

Research, lab, high performance storage FAS Research

Computing Storage, IQSS

for Social Sciences

FAS faculty, researchers,

staff

Secure File Transfer for level 4 data Accellion Kiteworks Participating schools

faculty, researchers, staff

*Economy & Standard are premised based storage options best suited for files created by applications or databases.

File Share Project Pre-Requisites

Pre-requisites and general items to be done prior to user OneDrive migrations. We are working closely with HUIT Support Services to communicate and follow the desktop upgrades with the File Share Project.

• O365 ProPlus for Windows, Windows 10 v 1709 or higher (HUIT Software Center) (user)• Office 2016 for MACs, MacOS 10.10 or above, 8GB of RAM + , 20GB of Free Disk + (user)• Home Directory cleanup of unwanted, unused files (deleted by user)• Identification of entire path names with >400 characters (HUIT programmatically)• Identification of file types such as .zip, .pst, .mdb, and other file types (HUIT programmatically)• Identification of individual files >15Gigs in size (HUUIT programmatically)• If concerned w/level 4 data, run Identity Finder (user)

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FAS Microsoft Office Upgrade

Windows Office 365 ProPlus:• Complete (2,460) - Computers are running Office

365 ProPlus

• Conducted the upgrade through self-serviceinstallation or LANDesk push (Aug – Sep)

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Office 2016 for Mac:• Complete (771) - Computers are running

Office 2016.

• Eligible (66) - Computers are eligible to upgrade.

• Ineligible (154) – These computers did not meet hardware and/or software requirements to conduct the upgrade.

OneDrive for Mac:• We are actively working on a plan to get the

OneDrive application to Mac computers that can support it (~1,000).

FAS Windows 7 to Windows 10 Upgrade

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FAS Windows 7 & Windows 10

Windows 10 Windows 7

In January 2020, Microsoft will end support, including important security updates, for Windows 7. Harvard’s Windows 7 users are strongly encouraged to upgrade to Windows 10 before support ends.

Since Fall 2016, all new HUIT supported machines have been deployed with Windows 10.

The primary focus of the HUIT Windows 7 to 10 Project is to upgrade all eligible computers to Windows 10 before January 2020 by:

• Self-Service - upgrade option is available in the Software Center portal for the user to click and run at their convenience.

• Technician Visit - assistance from a HUIT Field Support technician to upgrade.

• Old Hardware Replacement- machine does not meet the Recommended and Minimum Hardware Requirements for Windows 10 and must be replaced.

• Deployment Refresh - scheduled for refresh/replacement by the HUIT Deployment team before December 2019. 10

378

122

208

601

0

100

200

300

400

500

600

700

Self-Service HUIT FieldSupport Visit

Old Hardware DeploymentRefresh

FAS Win 7 to Win 10 Upgrades

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The FAS Initial File Share Summary Stats

Breakdown of Assessment Finding:9.6 TerabytesData:

Files: 14,653,644

Folders: 1,813,690

Users: 1799 Key Stats:

• TOP 20 Users have greater than 100 GB of personal storage each.

• 6 Users have greater than 200GB

Represents:• 3.5TB of data• 36 % of all FAS Personal Storage• 45 % of all FAS Files on Personal Storage

FAS User File Location: \\Fas-home.ad.fas.harvard.edu\FileVolume\username

• What to do with non-identifiable IDs and abandoned files– Over 450 FAS Id’s are not identifiable (created on old systems)

– We are manually looking to identify as many as we can

– We estimated there will be some left that we have no way to identify

– These users most likely no longer work at Harvard, and the files are “abandoned”

• The migration approach for the FAS– Since the shares are not grouped by department it is difficult to migrate by dept.

– We are currently reviewing the options and plan to discuss at next EC meeting

• Faculty migration and summer time

– Since many faculty are not widely on campus during the summer, are we able to

migrate faculty files during this time?

FAS Key Decision Points

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File Share Project High Level Timeline

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File Share Project Department Coordinator

Works closely with assigned HUIT Implementation Project Manager to coordinate project tasks and activities

Facilitate Program Communicationsü Liaise across the department (e.g. “VIP”

approach, migration moratorium, key dates)ü Distribute program informationü Support program awareness (e.g.

departmental meetings and emails)

Assist w/ Individual Drive Cleanupü Migration Readiness (e.g. Desktop Updates)ü Validate files to migrateü Encourage deletion of outdated and/or

unwanted filesü Assist with file path errors & file size issues

Coordinate Physical Activities:ü Work w/ Implem. PM to coordinate Field

Techs the day after the evening migrationü Help to plan the “Day 1” support structure

Confirm Scheduling:ü Validate migration scheduleü Reserve training space ü Coordinate training for department

Department Coordinator Role

“People-person” with proven organizational traits

• Strong organizational skills and attention to detail

• Proficient communication skills

• Respected relationships with staff and groups within the department

• Awareness of local preferences and nuances

• “Ambassador” personality profile

Department Coordinator Skills / Style

Project time commitment still under development.

• Available throughout the planning and conversion phases

Ø Approx. 3 months (depending on department size and complexity)

• Time commitment:Ø Expanded role during pre-

migration phaseØ Routine support during

migration phase

Department Coordinator Time Commitment

A local department resource assigned by the FAS to represent their department for the File Share Project migrations. Works closely with HUIT-provided Implementation Project Manager

• Communication and outreach

• Change management and user adoption of tools

• Cleaning up old and unwanted files and policies around these

• Meeting pre-requisites & readiness

• User preferences for tools

File Share Project Focus and Challenges

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• Further analyze user file share reports

• Identify first FAS Migration Group, and build out FAS migration schedule

• Begin work with Lighthouse on Proof- of – Concept for Group/Dept. files

• Schedule January Meeting: • Records Management Services (RMS) discussion on File retention policies

• Project Website walk-through

• Migration Process run-through

Next Steps

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Questions & Feedback

Appendix

File Storage and Share Tool Comparison Matrix and Use Cases

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HUIT File Storage and Sharing Tool Services

Services available to faculty, staff and researchers

• OneDrive for Business offers faculty and staff secure storage and collaboration for individuals and may be used for online file access and secure file sharing for levels 1, 2 and 3 data. External sharing of files to non-Harvard faculty and staff is available with OneDrive.

• SharePoint and Groups is a place for teams, and workgroups to securely store, organize, share, and access information and projects online. External sharing of files to non-Harvard faculty and staff is available with SharePoint (non-level 4 sites) and Groups. SharePoint has support for level 4 data, through the elimination of external sharing and local synching of files.

• Accellion Kiteworks offers secure, encrypted file exchange for files containing level 4 data, and for special and very large file types.

Additional services available for faculty and academic use • Harvard Dropbox provides secure storage for levels 1, 2 and 3 data, file share and sync services for

faculty and researchers who already use consumer Dropbox accounts for their work at Harvard or have the need to share files external to Harvard. Dropbox specifically is targeted for faculty and researchers with strong external collaboration requirements, whereby colleagues from different organizations external to Harvard have the need to be part of a collaboration team, and often have international members.

• Google Drive is available to the FAS and SEAS faculty for file storage and sharing for levels 1, 2, and 3 data, with a need for co-editing capabilities.

The following service comparison chart and use case examples are available to highlight features and functionality across the File Storage and Share tool sets, as well as to help guide your choice for tool selection.

To review Harvard’s University Information Security Policies and Data Classification levels visit: https://policy.security.harvard.edu/.

https://mso.harvard.edu/overview-file-sharing-options

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Features OneDrive

SharePoint and Groups

Accellion Kiteworks

Harvard Dropbox

Harvard Google Drive

Default storage 2TB, expandable 25TB/Site n/a 1TB,

expandable Unlimited

Group/Dept. Storage

Web Edit

Co-authoring

Sync Client PC/Mac iOS/Android

PC/Mac iOS/Android

PC/Mac iOS/Android

PC/Mac iOS/Android

Selective Sync

File Size Limit 15GB 15GB 45GB 20GB 50MB1

File Version History No End Date No End Date 15 Days2 120 Days 30 Days Office 365 Integration

Share files with users outside of Harvard

Cost Free3 Free3 Free $47/year Free Support for Levels 1- 3

Data

Support for Level 4 Data

External File Sharing 4

What happens to data when I leave Harvard?

No Access;30 Days to restore Data remains No Access; auto

expire 60 Days No Access;30

Days to restore No Access: 5

Days to restore HarvardKey login

1 Google Drive file storage limits may vary depending on file type. Click here for more details. 2 15 Days for files under 4GB in size, 5 Days for files above 4GB in size. 3 Included with an O365 license. 4 SharePoint secured for Level 4 data does not allow external file sharing.

Harvard File Storage and Share Service Comparison

File Sharing Use Case Matrix for Levels 1-3 data

I want to: I am: HUIT Recommends:

Store or share my personal files with others at Harvard Faculty, Researcher, or Staff Microsoft OneDrive for Business

FAS: Google Drive available

Store or share files so my Harvard group or team can view and edit them Faculty, Researcher, or Staff Microsoft SharePoint Online/Groups

Share my files with others external to Harvard Faculty, Researcher, or Staff Microsoft OneDrive for Business

Faculty/Researcher: Dropbox Available

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I want to: I am a: HUIT Recommends:

Store Level 4 information for internal use at Harvard Faculty, Researcher, or Staff Microsoft SharePoint Site for Level 4

data

Share Level 4 information with others at Harvard Faculty, Researcher, or Staff Microsoft SharePoint Site for Level 4

data

Share Level 4 information with others external to Harvard Faculty, Researcher, or Staff Accellion Kiteworks with required

contracts for Level 4 compliance*

File Sharing Use Case Matrix for Level 4 data

*Please see HUIT Security guidance on Level 4 data storage and sharing here.

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