Where to store things....

[garethEds]

Evening All,

 

We are planning the migration from on-site domain to the inTune provision given to us by Hwb Cymru. It all seems clear on where we should be going and how we should be doing it, but I am concerned about file stores.

 

On our current domain we have a 'Media' drive and a 'Video' drive. These are shared storage areas on a file store. They are quite large. I'm not sure what to do with them. With our department shared areas, they have been moved to a Teams created by the Head of Department. Some shared areas have been moved to a Head of Departments OneDrive as a shared folder - and we have shut down these on-site shares. But these two areas (media/videos) are giving me a headache.

 

I've been told that they need to be kept available. Where can I put them?

 

What have other people done? Is there storage on Azure for this sort of thing or am I barking up the wrong tree there? I'm sure we have Sharepoint storage somewhere - but our shared areas are too large for that.

 

Cheers

 

GJE

[NegativeKillDeath]

First thing I would do is run an audit on the media files, get a utility that can do last access time and check for duplicates etc and make sure everything relevant. Check that the saved media isn't falling foul of GDPR if its recorded assessments of students etc. Check the sizes of the video files, any user generated video made with the last couple of years mobile phones is probably horrendously over size.  Get Shutter Encoder and re-encode the files to 1080p and a better codec where appropriate. You can save 50-90% of the video size of user created video and noone will notice. Once you have done all this you might feel like you can manage a media sharepoint site. 

 

Secondly, get the shared work out of the HoD OneDrives and onto proper sharepoint site. It has no place being there and it will bite you in the butt when one leaves.  

[machy]

The storage space you will have on SharePoint will be in the hundreds of TBs so you won't have to worry about that, but getting rid of junk is a good idea. 

 

FWIW Azure do have blob storage, which i think is around $6/TB for instant access, but why pay for something that can sit in sharepoint and is likely only accessed a few times a year.

 

That being said, if people are working on the large files in media, you may still end up needing a small onsite server to handle the "hot" files, unless you have really fast internet. 

 

 

 

A Script for you to check last accessed date

 

I'd recommended running on your file server, it will take significantly longer the more files you have.

Changing D:\Common\Staff\ to wherever the root of your media/video files are

C:\Scripts\ to wherever you want the data to dump out.

 

i wouldn't take these as gospel, but its reading the same attributes as any of the tools you will find to do this

 

 

$Date = Get-Date -Format dd_MM_yyyy
Start-Transcript "C:\Scripts\filehistory\Files_$Date.txt"
$FileRoots = Get-ChildItem "D:\Common\Staff\" -Directory 
foreach ($fileroot in $FileRoots){
    $filerooters = Get-ChildItem "D:\Common\Staff\$fileroot" -Directory
    $Area = $Fileroot.Name
    new-item "C:\Scripts\filehistory\$Area\" -ItemType Directory -Force
    foreach($FileRot in $filerooters){
        $FolderName = $filerot.Name.Replace(" ","_")
        Write-Host $FolderName
        $Filelist = Get-ChildItem "D:\Common\Staff\$fileroot\$filerot" -Recurse 
        
        
        $OutputFile = "C:\Scripts\filehistory\$Area\File_History_$FolderName`_$Date_Size.csv"  
        Foreach ($Files in $Filelist){
            $LastAccess = $Files.LastAccessTime
            $LastModi = $Files.LastWriteTime 
            $Created = $Files.CreationTime
            $Path = $Files.Directory 
            $Name = $Files.Name
            $FullPath = $Files.FullName
            $Size = $Files.Length/1KB    
        
            ##Write-Host "$Path $Name $Created $LastModi $LastAccess $Size" 
        
            [PSCustomObject] [ordered] @{
                FilePath     = $Path
                FileName         = $Name
                CreatedDate      = $Created
                LastMod   = $LastModi
                LastAccess = $LastAccess
                FullPath = $FullPath
                Size = $Size
            } | Export-Csv -Path $OutputFile -NoTypeInformation -Append -Force
        }
    }
}



Stop-Transcript

 

[itskdog]

SharePoint is base 100TB for all schools, with +50GB for every paid A3 licence and +100GB for every paid A5 licence, IIRC. Used to be unlimited, but they added restrictions a couple of years back.

 

Microsoft have an official tool for migrating file shares to SharePoint: Migrate file shares to SharePoint and OneDrive - Migrate to Microsoft 365 | Microsoft Learn

 

It can even move people's home drives to OneDrive, too.

[psydii]

Is this archival footage for school history/marketing purposes? Then a dedicated SharePoint site(s). I think there is a 1TB limit on a site, so you might need to split them up.

 

For student coursework already in progress, similar, but moving forward, class teams / (student work document library) is where new material should go.

 

You will need to watch out for permissions with things like a legacy media share. Better to really limit access until you've had a chance to get your head round it.  ( I *really* knew what I was doing and still managed to goof this for a couple of migrated folders!)

[Rob_D]

2 minutes ago, psydii said:

I think there is a 1TB limit on a site, so you might need to split them up.

You can over-ride this for specific sites up to 25.6TB per site in the SharePoint admin center.