Embedded Files
Ready to migrate your J: Drive files?
UDOT is taking a more active role in transitioning the organization in utilizing Google Drive as our primary file storage platform. Migration of data and documents to Google Drive is one part of a department-wide initiative to increase transparency, discoverability, and usability of all the knowledge and information we have at UDOT. This will help us as an organization manage the vast amounts of information we are creating and using on a daily basis and encourage us to utilize all the tools available in the Google Workspace environment.
There are many benefits of having employees help us complete these file transfers.
Employee Accessibility
A structured transfer helps create accessible file locations. By moving files into the designated locations we can help employees access and find their items along with department-wide content quicker to help reduce time that employees are taking daily to search for items.
Scalability
Modifying data and content is much more efficient to use in a cloud environment. This includes situations such as versioning and team collaboration.
Technical Accessibility
Network servers require a secure connection in order for you to access your files, which requires employees to VPN in for access, which can interfere with connection.
In contrast, cloud storage can be accessed by connecting to the internet with appropriate security in place, removing barriers to access.
Cost effectiveness & logistics
It is less expensive to run data and information off cloud storage rather than physical servers.
Likewise, the state data center is being relocated to a new facility. As a result, we are being asked to move UDOT data and information to a cloud environment. Moving business systems data is critical to the effort of eliminating the physical servers.
If you have additional questions or concerns about the migration to Google Workspace or UDOT's document control measures, please contact Jordan Lee jlee@utah.gov.
Ready to start migrating your documents? Visit these pages for expectations, technical support, and management tips.
Build a sustainable personal or team document management workflow!
These pages walk you through four repeatable phases of migrating documents from your Network drive(s) or desktop to Google Drive.
Distinguish between the important purposes and technical differences between Google My Drive and Google Shared Drives, and develop criteria for when to use one or the other.
You can find resources related to the technical aspects of Google Drive on this page, as well.
Managers and supervisors play a vital role in supporting their team's and UDOT's information management.
Find resources, ideas, and support here for working with your team to develop and implement structures & practices for managing your team information in Google Shared Drives.
Find answers to common questions about Google Drive and file transfer.
Need help getting started? We are here to help! Contact UDOT Google Support for 1-on-1 help transferring your documents. We are happy to work with individuals or teams to help determine the best way to migrate and organize your files.
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