Migrating a Large Number of Folder/Documents

asked on July 17, 2015

Okay. I have recently been handed the Admin Console in our department (HR). The admin before me has named the volumes by year, but a new year wasn't created when it was supposed to be. In fact a "new year" volume hasn't been created since 2011. Every single document from payroll, benefits, applications, etc. are in these volumes--all mixed together. Our IS department told us a year ago that they are a mess. There are many different documents within the year: payroll, benefits, background checks (see screenshot). Oh, and there are no limits set.

I am now creating new volumes: one for each sub-department within our department: Payroll, Benefits, Active Employees, Terminated Employees, etc. with a size limit/rollover.

I just wanted some advice on how somebody else might have handled such a large job. Would you just do a volume search and go through the documents one at a time? Any suggestions would be helpful. Thanks

Screenshot (124).png (230 KB)

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replied on July 17, 2015

Hi Susan,

If you're looking to categorize them by the creation date, you can run a creation date search in the Client, select everything, and then run tasks->migrate volume. If you first sort your search results by date, it will move them to the volumes in that sort order, so the earlier documents will be in the first volume, but later documents of that year would be in additional volumes if the size limit was hit.

If you are also splitting them up by department, you'll need to add more criteria to the search, such as template or field values, maybe path. It looks like your doucments have assigned templates in your example screenshot, so hopefully there's something you can use as your search criteria there. You can combine that with the date search and sort and use the same method.

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replied on July 20, 2015

Thank you Justin. I will try this. Yes, I want to eventually get them by department. We have records management and I would like to implement this later and assign retention schedules.

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Migrating a Large Number of Folder/Documents

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