Items requiring cleanup, owner review, or migration planning across the file-share evidence set.
Marris Brown
File Share Cleanup and SharePoint Migration
Customer project portal for readiness findings, proposal documents, decisions, files, forms, and signoff.
Readiness and cleanup planningMay 2026
Recommended next move
Confirm and design
Business-owner interviews, existing cloud location review, current usage sample, file readiness scan.
Owner map, recommended target structure, open decision list.Largest concentration of cleanup and structure work.
Places where access should be reviewed before moving to SharePoint.
Existing Microsoft 365 locations that should be reviewed before reusing them.
Highest attention
Focus first
Shared
High concentration of broad editing access, plus individual-user access and folders whose permissions differ from parent folders.
Create a clean SharePoint business area. Do not copy the existing permission pattern as-is.Merrick
Special restricted access, individual-user access, broad edit access, and permissions different from the parent folder.
Hold for business-owner review before migration. Do not move until the correct access list is approved.Grid4 guidance
How we will help decide
Review the evidence
Start with the Shared, Merrick, Condo Associations, Account managers, Forms, Reports, and Tech pages.
Answer owner questions
Confirm who owns each area, who edits, who reads, what is confidential, and what can be archived.
Approve migration waves
Grid4 builds the target structure only after the cleanup and access decisions are approved.
Recommended migration matrix
Where each major area should go
| Account managers | Migrate to existing SharePoint site | Reuse the existing location only if ownership and membership are confirmed. | Confirm whether the existing site is the right home and who should manage it. | Wave 1 candidate |
| Commercial / client-operation folders inside Shared | Create new SharePoint site | Separate active client work, templates/forms, and restricted content so ownership is clear. | Choose whether the structure should follow departments, client groups, or work type. | Start here |
| Condo Associations | Create new SharePoint site | Move as a dedicated business area after confirming folder structure, archive rules, and sharing needs. | Confirm whether associations should stay as folders or become a more searchable structure. | Wave 1 candidate |
| Forms | Create library under existing site | Use a controlled library with version history and limited editors. | Decide who can edit official forms and what can be archived. | Wave 1 candidate |
| Main Shared working folders | Create new SharePoint site | Create a clean business-owned SharePoint area instead of copying the old access pattern. | Confirm which teams own each major section and who should edit versus read. | Start here |
| Merrick / special restricted folders | Keep on server for now | Pause migration until Marris Brown confirms the correct access list. | Name the business owner and confirm who must be included or excluded. | Urgent decision |
| Old or low-value material | Archive/read-only | Archive material that no longer needs active team editing. | Set retention and archive rules before migration waves. | Before cutover |
| Personal/user folders | Move to OneDrive | Move personal work files to each user's OneDrive; keep shared business records in SharePoint. | Decide what is personal work material versus company records. | Separate track |
| Reports | Create library under existing site | Use restricted editing and approved readers after sensitivity review. | Confirm whether reports include confidential management, financial, or client information. | Wave 2 candidate |
| Tech | Keep on server for now | Confirm whether this is business content or an administrative support area before moving it. | Decide whether normal staff need it in SharePoint. | Later |
10 rows shown. Click a row for details.
Option A: One large SharePoint site
Simplest to explain, but weakest long-term control.
Pros
- Few places to navigate
- Fastest initial setup
Cons
Not recommended for the full migration.- Risk of recreating old broad access
- Harder ownership boundaries
- More cleanup later
Option B: Business-area sites with focused libraries
Best balance for Marris Brown based on the evidence.
Pros
- Clear ownership
- Cleaner permission groups
- Supports phased migration
- Easier future review
Cons
Recommended option.- Requires owner decisions before buildout
- Slightly more planning up front
Option C: Hybrid keep-and-migrate
Useful for restricted, old, or dependency-heavy areas.
Pros
- Lower cutover risk
- Lets sensitive areas wait for approval
- Keeps app-dependent paths stable temporarily
Cons
Use selectively for Merrick, Tech, and unresolved dependencies.- Two places to support during transition
- Requires clear retirement dates