Cloud Solutions · Bondi
Cloud Solutions Bondi: Assess Public Folders Before Moving
A public-folder migration should preserve the work people rely on, rather than reproduce an unexplained folder tree. Discover its content, access and dependencies before selecting the destination.
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Last updated: 2 November 2026
Find the work hidden behind the folder structure
A Bondi business considering a public-folder migration may have years of shared correspondence, contacts or reference material inside a structure few people fully understand. OnIT Solutions provides cloud migration and Microsoft 365 management assistance. A useful assessment begins by identifying the business tasks supported by the folders, rather than assuming the existing tree must be copied unchanged. Ask staff to demonstrate how they find and update material. A large collection with little recent activity may need a different plan from a small folder that remains essential to everyday operations.
Record the types of content present and the people who rely on each area. Do not treat a folder name as proof of its current purpose. Material may have moved informally while old entries remain available through familiar shortcuts. Identify known external correspondence, shared contacts and any applications that interact with the environment. Keep the assessment evidence proportionate and authorised; there is usually no need to circulate the whole collection during an initial discussion. The aim is an understandable map of use, ownership and uncertainty that can support a destination decision.
Build an inventory that distinguishes active and historic use
Ask the current administrator for the available structural and usage information, then compare it with staff accounts of the work. Note approximate content volumes, relevant date ranges and known gaps without presenting unverified figures as complete. Separate active collaboration from material kept for occasional reference. Mark areas with no identified owner so management can decide what further review is needed. A migration estimate based only on total size can overlook complex permissions, unusual content or a dependency that requires substantially more investigation than an ordinary folder transfer.
Review the current access arrangements alongside the content. Some users may have inherited permissions long after their roles changed, while an important operator may rely on a workaround nobody documented. Identify which people may approve access or content disposition decisions. Technical administration does not settle whether a particular collection should be shared, retained or removed. Keep those business decisions explicit and obtain appropriate review for the organisation's circumstances. Where evidence is incomplete, preserve that limitation in the assessment rather than resolving it through an assumption that every item has the same purpose.
Choose a destination by function rather than familiarity
Discuss the capabilities needed for each category of work. Shared correspondence, reference documents and structured contact information may suit different destinations, subject to the selected systems and migration scope. Explain how staff will access and maintain the proposed arrangement, including features that will change or remain unavailable. Avoid promising that a new cloud location will behave exactly like the former public folder. A destination decision should be supported by an agreed task and a practical demonstration, not simply by a matching label in an administration console.
Identify the consequences of splitting material across destinations. Staff may need a clear route from an old reference to its new location, and an application may require separate configuration or replacement. Consider search, ownership and permission management as well as initial transfer. Document which decisions belong to the migration project and which require a business process change. If the organisation cannot yet identify an acceptable destination for a particular use, keep it as an unresolved workstream. Copying difficult content into a generic storage area can conceal the problem without making the information usable.
Prove the proposed approach with representative material
Select a small authorised sample covering ordinary items, nested folders, unusual content and different access levels. Agree what a successful transfer should preserve and how the result will be checked. Compare the destination with known source examples rather than relying solely on counts or a completed-job message. Ask staff to perform the intended tasks, such as finding an older exchange or updating approved shared information. Record any differences in presentation or behaviour that affect their work. A technically completed transfer can still require operational changes before users can accept it.
Test the boundaries that matter to the business. An authorised user should reach the intended collection, while a restricted account should not gain unnecessary visibility. Verify how staff recognise incomplete or failed transfers and who investigates them. Include a case that cannot be handled by the normal process so the project has an exception route. Do not remove the source or alter live access merely to make the pilot appear final. Agree how evidence, outstanding questions and rollback considerations will inform the next decision before expanding the migration to the remaining material.
Make the transition and close-out decisions explicit
Plan how new activity will be handled during the move and how staff will identify the authoritative location at each stage. A source left writable without a reconciliation arrangement can create two competing collections. Explain the proposed freeze, communication or follow-up process in terms the business can approve. The exact sequence depends on the systems and operational constraints, so record it in the agreed scope. Keep unresolved supplier dependencies and business decisions visible alongside technical tasks rather than treating them as implied responsibilities of the person performing the transfer.
For a Bondi public-folder assessment, bring the known structure, administrator contacts and examples of work people still perform to OnIT's cloud migration service. Request a plan that distinguishes discovery, destination decisions, pilot evidence and final acceptance. Agree who maintains the new arrangement and how staff obtain help after the source is retired. Completion should mean that the intended information and tasks have a verified home with understood ownership, not merely that an old folder tree has disappeared from view while its remaining dependencies are left for users to discover.
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