Before group migration

This second phase of the migration is different and a bit more complex than the first phase. All group, organizational, and Box Entrusted Data Account (BEDA) account owners must take action to avoid having files deleted. (Determine which group accounts you own.)

Unlike the first phase of the migration, taking no action will result in losing your data.

Do not wait until the October 10 deadline to begin this process.These steps can take some work to complete. You will likely need to ask co-owners and frequent users of the files which service would best meet their collaboration and storage needs. 

We strongly recommend cleaning up files in your group account before the migration begins. Delete unnecessary files and remove collaborators who should no longer have access from files or folders. The less data you have stored in Box, the faster your migration will go.

In order to avoid losing your data:

1. Organize your files and determine where you wish to move them.

2. Create an institutional file storage location in the Microsoft or Google environment prior to the move. You may create locations in both environments if desired.

   • Fill out the Institutional storage request form to request new storage. For a large number of institutional storage locations, fill out the bulk storage request form.

   • Learn why you should create an institutional file storage location.

3. Fill out a survey indicating where you want your files to be moved by October 10. In this survey, you will choose a destination for each top-level folder in Box in the Microsoft environment, the Google environment, or a combination of both.

   • While filling out the survey, keep in mind that the form can be submitted multiple times and folders can be included or skipped each time.

   • Once a destination for a folder is selected and submitted, the form can't be changed.

We're here to help you figure out how to organize your files, fill out the survey, and set up your new space.

Storage @ IU help

View a recording of the Institutional Storage and Case Study infoshare on Kaltura.

During the institutional storage migration

Group account owners will be notified by email one week prior to moving day and again one day before files are moved. Folders are being moved one at a time.

A newly created dashboard will give IT Pros a broad overview about the migration for their supported clients. They will be able to tell you if the migration is complete, in process, or not yet started.

Important notes

• Minimize or avoid working in Box when your group folders are being migrated
• The less you do in Box, the better and faster migration experience you will have
• Do your work outside of Box if possible

For uninterrupted work, we recommend moving (not copying) files that you need, so the migration service can move your archived files. This document explains how to Migrate content manually from Box to Microsoft Teams or Google Shared Drive. If you and group account collaborators continue to work in Box, it is possible that you could lose changes that are made to your files during the migration. (The migration software tries to gather and migrate any changes but can only run the “check for changes” a certain number of times before timing out.)

Relax and wait for the migration to finish

Account owners (but not account collaborators) will receive an email when your files have been moved. It is important to note that the migration is not fully complete until post-processing is finished. Post-processing will make your files ‘read only’ in Box and changes ownership to ‘Box Hold.’

Any changes made to files in the timeframe after the ‘complete’ mailing but before post-processing finishes will not be reflected in their new storage location. This is another reason we ask that you refrain from making edits to your files during migration. You will be able to tell when post-processing is complete because your files in Box will be changed to read-only status.

Depending on the size of each folder, the migration may take more than a single day to complete.