Embedded Files
Ready to migrate your J: Drive files?
Just like when you clean your garage or reorganize a closet, the first step to moving your documents is sorting what to keep, what to put in storage, and what to delete.
Access Your Network Drive
Access Your Network Drive
The first step of migrating your documents from your J: and O: Drive to your Google Drive is accessing your network drives.
Not all UDOT employees have access to the VPN or the network drives, especially if you haven’t worked for UDOT very long. If you can’t access the VPN and/or find your network drives, contact the DTS Help Desk to verify this should be the case: 801-965-4901
What's the difference between a J: and O: drive?
Your J: Drive is your personal network drive at UDOT. This drive and its contents are visible only to you. All J: Drive contents should be moved to your Google My Drive or a Google Shared Drive by November 30, 2021.
An O: Drive is a drive shared among a group of people (i.e., all of the folks on your team). Some of these files may be your responsibility, and some may not. Most, if not all, of these files should be migrated to a Shared Drive so that others on your team can access them in case of your absence. Coordinate with your supervisor or team leader to determine what needs to be migrated, archived, or deleted, and who on your team will be responsible for doing so.
Step 1: Login to the VPN
Note: if you are in a UDOT office and are hardwired into the internet, you can skip this step.
A. Launch Global Protect by clicking on the up arrow ^ to show hidden icons in the lower right area of your taskbar and then clicking the globe icon, or by searching GlobalProtect from your search bar in the lower left and clicking Open.
B. Click Connect.
C. When prompted, login with your UtahID credentials.
Step 2: Map your network
Note: if you are in a UDOT office and are hardwired into the internet, you can skip this step.
In your search bar, type login-a and hit Enter. This will run the script to map your drives to your computer.
Step 3: Migrate your Documents to Google Drive
A. Open your File Explorer by clicking on the file folder icon in your taskbar.
B. In the left column, click This PC. You should see all of the letter drives you have access to. Locate your J: Drive.
C. Now that you have access to your J: Drive, you can begin the process of selecting which documents to migrate, archive, or delete. You will also decide where files should be moved: to Google My Drive or a Google Shared Drive. Visit the Migrate your Documents to Google Drive section of the UDOT Google Knowledge Hub for guidance on selection, migration, archiving, and deletion.
Need more help? Submit a support request to UDOT Google Support Team or call DTS Help Desk at 801-965-4901.
Sort Your Files
Sort Your Files
Before you move anything from the Network Drives, sort through your files and documents to determine if you should move them to Google Drive or ProjectWise, or if they should be deleted.
Below are some basic guidelines for deciding what to keep and what to delete. There is no one-size-fits-all for determining how to sort files and what to keep. Starting a document sorting process starts with a team discussion. If you are not sure what to do with certain file(s), talk to your team leader, collaborators, supervisor, or team about the best way to handle those instances.
If you would like help thinking through this or leading a session with your team to decide an organizational structure for your Shared Drive, contact the UDOT Google Support team.
KEEP
Most current version - If the file has duplicates, retain only the most current and relevant copy.
Relevant files - Determine if you and your team are still using the file or will use these files in the future.
Archived Files - If files need to be stored for retention purposes (i.e., legal reasons, succession or continuity reasons, and so on) they should be kept and stored in a Shared Drive.
DELETE
Duplicates - If the file has duplicates, retain only the most current and relevant copy.
Irrelevant files - Determine if files are out-of-date, no longer relevant, or must be destroyed for legal reasons.
Delete Unneeded Files
Delete Unneeded Files
Once you have determined which files you will keep and move to the cloud, you can delete any unneeded files from the Network Drive.
Locate the file you want to delete in your Network Drive location. Note: you will need to login into the VPN to access the Network Drive
Click the file once to select it, and then press the Delete key.
‼ TIP ‼ You can also select more than one file to be deleted at the same time. Press and hold the CTRL key as you select multiple files to delete. To select a long list of files click the first file in the list, press and hold SHIFT, then click the last file in the list.
Zip Files for Archive
Zip Files for Archive
Now that you have deleted unnecessary files, you need to determine which of your kept files need archived. These are the files that you need to retain for legal, succession, or other reasons, but don't need to be kept among the files you and your team use in day-to-day or current work. For advice and guidance on archiving your documents in Google Drive, see the next section Phase 2: Choose a cloud storage location.
Before moving files to an archive in the cloud, you will want to compress (zip) the files and folders to reduce storage space. Below are links to step-by-step instructions for how to compress (zip) files and folders on a PC (Windows) or a Mac.
Do not password protect your zipped files. This makes it difficult for other team members to open and access the file from the Shared Drive. Because the Shared Drive access is already securely limited to only those on your team, password protection on a zip file is unneeded.
Remember, only files that you no longer use regularly but need to keep should be compressed and archived. Files and folders that are used for current work generally should not be compressed or archived.
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