Migration Wave Plan
Tab & Shift Engineering Ltd. · File server to SharePoint, one division at a time
| Prepared for | Prepared by | Date | Status |
|---|---|---|---|
| Marcus Chen Chief Operating Officer | Floor 16 Technologies | Oct 9, 2026 | v1.2 · For sign-off |
Summary
A pilot and four divisions move over five Thursday nights, October 15 to November 12. The server is set to read-only at each cutover and nothing on it is deleted until December 11, so any wave can be rolled back before 7:00 AM.
The rest of the server does not move. 1.0 TB of closed work goes to a read-only archive under Tab & Shift's records rules, and 260 GB of duplicates, temp files and old installers is deleted with each division lead's sign-off. That split was agreed in the folder map signed on October 9 and is not reopened in this plan.
The waves
| Wave | Division | Cutover night | Moves | Files | People | Signs off |
|---|---|---|---|---|---|---|
| Pilot | Three live Civil projects, plus Templates | Thu Oct 15 | 22 GB | 14,000 | (9) | Elena Rossi |
| 1 | Field Services | Thu Oct 22 | 190 GB | 128,000 | 34 | Sam Okafor |
| 2 | Civil and Structural | Thu Oct 29 | 160 GB | 96,000 | 22 | Elena Rossi |
| 3 | Mechanical and Process | Thu Nov 5 | 175 GB | 118,000 | 18 | Daniel Brooks |
| 4 | Corporate: Finance, HR, Admin | Thu Nov 12 | 93 GB | 54,000 | 16 | Priya Shah |
| Total | 640 GB | 410,000 | 90 |
Pilot users are part of Civil and Structural and are counted there.
Why this order
- Pilot first, on real Civil projects. Civil has the heaviest CAD: external references, sheet sets and marked-up PDFs. They get proven on 14,000 files before 396,000 follow.
- Field Services next. The most people and the simplest files (photos, daily reports, forms), and the team that gains most from opening project files on a phone at site.
- Civil, then Mechanical, once the pilot has shown the CAD fixes work.
- Corporate last. HR and Finance carry the strictest permissions, and October month-end closes on November 6. Finance moves the week after close, never during it.
Timeline
What moves in each wave
Every live project gets its own site built from the project site standard, so the destination is the same five libraries every time. Paths below are the top level only. The signed folder map holds every folder.
PilotThu Oct 15 · 22 GB · 14,000 files
| From | To | Size |
|---|---|---|
| \\cesrv01\Projects\2214 Highway 9 Interchange | P-2214 Highway 9 Interchange · project site | 9 GB |
| \\cesrv01\Projects\2231 Riverside Pump Station | P-2231 Riverside Pump Station · project site | 7 GB |
| \\cesrv01\Projects\2240 Northgate Warehouse | P-2240 Northgate Warehouse · project site | 4 GB |
| \\cesrv01\Templates | Tab & Shift Hub · Templates library | 2 GB |
Special handlingAutoCAD external references repathed to relative paths before the copy. 1,140 marked-up PDFs opened and checked after. Three paths over 400 characters shortened at map time.
The pilot passes whenevery file type opens, every xref resolves, all nine laptops sync, markups are intact, and search finds a drawing by its number within 24 hours.
Wave 1 · Field ServicesThu Oct 22 · 190 GB · 128,000 files
| From | To | Size |
|---|---|---|
| \\cesrv01\Field\Photos | Each project site · Field library · Photos | 148 GB |
| \\cesrv01\Field\Daily Reports | Each project site · Field library · Daily Reports | 21 GB |
| \\cesrv01\Field\Equipment | Field Services site · Equipment and Calibration | 15 GB |
| \\cesrv01\Field\Safety | Field Services site · Safety (hazard assessments, inspections) | 6 GB |
Special handlingPhotos are sorted to project sites by the project number in their folder path. 3,900 photos with no project number go to the owner review queue. Phone access tested with five field technicians the week before.
Wave 2 · Civil and StructuralThu Oct 29 · 160 GB · 96,000 files
| From | To | Size |
|---|---|---|
| \\cesrv01\Projects\ (61 live Civil projects) | 61 project sites | 148 GB |
| \\cesrv01\Civil\Standards | Civil and Structural site · Standards and Details | 8 GB |
| \\cesrv01\Civil\Software | Not moving: installers, deleted with sign-off | 4 GB |
Special handlingThe xref repath script proven in the pilot runs on all 61 projects during the pre-copy.
Wave 3 · Mechanical and ProcessThu Nov 5 · 175 GB · 118,000 files
| From | To | Size |
|---|---|---|
| \\cesrv01\Projects\ (78 live Mechanical projects) | 78 project sites | 160 GB |
| \\cesrv01\Mech\Vendor Data | Mechanical and Process site · Vendor and Equipment Data | 15 GB |
Special handlingTwo projects shared with an outside consultant get a Client Exchange library with guest access, set up and tested on the Tuesday before.
Wave 4 · CorporateThu Nov 12 · 93 GB · 54,000 files
| From | To | Size |
|---|---|---|
| \\cesrv01\Finance | Finance site · Finance library (restricted) | 38 GB |
| \\cesrv01\Admin | Tab & Shift Hub · Admin library | 34 GB |
| \\cesrv01\HR | People site · Employee Files (restricted) and HR General | 21 GB |
Special handlingBefore the night, Priya Shah and the IT provider sign in as a test user in each role and confirm who can open Employee Files. Payroll exports stay in the payroll system and do not move.
Checks before every wave
The same eight checks run before every wave. A wave does not start until all eight pass or the COO accepts a named exception at the go / no-go call.
| # | Check | When | Owner | Passes when |
|---|---|---|---|---|
| 1 | Folder map for the division signed | T−7 | Division lead | Signed, no open questions |
| 2 | Pre-copy of everything while people keep working | T−7 to T−2 | Floor 16 | 100% copied, every error logged and explained |
| 3 | Permissions tested by signing in as each role | T−3 | Floor 16, IT provider | Each role sees what it should and nothing else |
| 4 | Path lengths, blocked file types and names checked | T−3 | Floor 16 | No unresolved blockers |
| 5 | Owner review queue cleared or accepted | T−2 | Division lead | Under 2% of files still in review |
| 6 | People told what changes, when and where to look | T−2 | Division lead | Email sent with the one-page guide |
| 7 | Go / no-go call, fifteen minutes | T−1, 3 PM | COO, division lead, Floor 16 | Checks 1 to 6 passed, or a named exception |
| 8 | Server backup verified by a test restore | T−0, 5 PM | IT provider | A test folder restores cleanly |
The cutover night
| Step | Who | Time |
|---|---|---|
| People close their files; a notice goes up in the division's Teams channel | Division lead | 5:30 PM |
| The division's server share is set to read-only | IT provider | 6:00 PM |
| Delta copy: everything changed since the pre-copy | Floor 16 | 6:15 PM |
| File counts and sizes compared, folder by folder | Floor 16 | 9:00 PM |
| Metadata and permissions spot-checked on 50 random files | Floor 16 | 10:00 PM |
| Mapped drive retired; SharePoint shortcuts pushed to every laptop | IT provider | 11:30 PM |
| Morning check: ten named files opened, search tested | Floor 16 | 5:30 AM |
| Go, or roll back | COO, Floor 16 | 6:30 AM |
| The division starts work in SharePoint, with Floor 16 on call in Teams | Everyone | 7:00 AM |
Checks after every wave
| # | Check | When | Owner | Passes when |
|---|---|---|---|---|
| 1 | File count and size match the source, by folder | Night | Floor 16 | Match, or every difference is a logged exclusion |
| 2 | Created dates, authors and modified dates carried across | Night | Floor 16 | 50-file sample, all match |
| 3 | Ten files named by the division opened by their owners | Day 1, 9 AM | Division lead | All ten open, xrefs resolve |
| 4 | Search finds files by project number and name | Day 1 | Floor 16 | Indexed within 24 hours |
| 5 | Old links sent to their new home | Day 1 | Floor 16 | Top 200 links from the Scan tested |
| 6 | Issues logged and closed | Days 1 to 5 | Floor 16 | No open issue that stops work |
| 7 | Division accepts the move | Day 5 | Division lead | Signed in the table below |
Sign-off
Each division lead signs three times: the folder map before anything is copied, the go / no-go the day before, and acceptance five working days after the move. The server is switched off only when all five acceptances are in.
| Wave | Division lead | Folder map | Go / no-go | Accepted |
|---|---|---|---|---|
| Pilot | Elena Rossi | Signed Oct 9 | Due Oct 14 | Due Oct 22 |
| 1 | Sam Okafor | Signed Oct 9 | Due Oct 21 | Due Oct 29 |
| 2 | Elena Rossi | Signed Oct 9 | Due Oct 28 | Due Nov 5 |
| 3 | Daniel Brooks | Signed Oct 8 | Due Nov 4 | Due Nov 12 |
| 4 | Priya Shah | Signed Oct 7 | Due Nov 11 | Due Nov 19 |
Plan approval
| Approved by | Signature | Date |
|---|---|---|
| Marcus Chen, Chief Operating Officer | ||
| Floor 16 Technologies, engagement lead |
Rollback
When we roll back. Any one of these, found before 6:30 AM: a file count off by more than 0.1% that the exclusion log does not explain; a file type that will not open and affects live work; a restricted library visible to the wrong people; or the division lead calls it.
| Step | Who | Time |
|---|---|---|
| Set the division's server share back to read-write | IT provider | 5 min |
| Point the mapped drive back at the server | IT provider | 10 min |
| Hide the new sites from navigation and post a notice in Teams | Floor 16 | 5 min |
| Copy anything saved to SharePoint since cutover back to the server | Floor 16 | 15 min |
| Fix, re-run the checks, and agree a new night at the next go / no-go | Everyone | Next Thursday |
| People start on the server at 7:00 AM as usual | Under 45 min |
Until day 3 after a wave, it can still be rolled back the same way, with anything saved in SharePoint copied back. After day 3 we fix forward: problems are fixed in SharePoint and the server stays read-only.
What could move the dates
| Risk | Effect | What we do |
|---|---|---|
| Watch The pilot shows xrefs breaking after the copy | Waves 2 and 3 move back one week | Fix the repath script and re-run it on the pilot before Wave 1 is confirmed |
| October close runs late | Wave 4 moves to Nov 19 | Priya Shah decides at the Nov 11 go / no-go |
| Field laptops on an old OneDrive client | Wave 1 users cannot sync | IT provider updates all 34 by Oct 20, confirmed in check 3 |