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hackforla / google-drive-migration

A place for all the work of the Summer Project Management Interns
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Google Drive Migration: Drive Audit #3

Open BCHEN222 opened 2 years ago

BCHEN222 commented 2 years ago

Overview

Epic for tracking the progress of a specific team for their drive migration

Action Items

Resources/Instructions

Team members

All Audit issues created for projects and CoPs

BCHEN222 commented 2 years ago

ACTION ITEM: When Drive Migration is completed in whole, check off "drive migration completed" in Active Project List Spreadsheet

BCHEN222 commented 2 years ago

List of PMs at CoP meeting Friday 6/24

AJ - Access the Data Ben - Home Unite US Rabia, Priyanka - Internship James - Expunge Assist Henry - 100 Automations Stacey - BallotNav Bonnie - Website team, guides team, GreenEarthOS

BCHEN222 commented 2 years ago

Hi everybody- please make sure that you are moving the original files from the old drive to the new one. Please note to not make duplicates of the files, and that you must move the original ones. This is because when we delete legacy content, the links we have to those files will be destroyed.

For example, - https://github.com/hackforla/expunge-assist/issues/11 has links to several files. This is an old issue and has since been closed, but if these files were needed for reference in the future, clicking on the links will show you a 404 error, and not lead you to the file, if they were duplicated, not moved. There are countless issues like that one with old files that are still important and will be referenced again. Thus, it is imperative that legacy content be migrated from old to new drives, not duplicated, such that we maintain the integrity and ease of access to legacy content. We appreciate your hard work and cooperation.

ExperimentsInHonesty commented 2 years ago

issues need to be updated by adding

   - [ ] get files moved
   - [ ] Once files moved, add label to issue `status: ready for final review`
- [ ] Confirm old drive is empty
- [ ] check off "drive migration completed" in [Active Project List Spreadsheet](https://docs.google.com/spreadsheets/d/1S_g8fHmRhSIXI_VJMVDNdVg1XtN06QoTZtPC1O0GNnw/edit#gid=0)

see this issue as example

Rabia2219 commented 1 year ago

Steps:

ExperimentsInHonesty commented 1 year ago

Original template

Drive Audit: [name of project]
### Overview
We need to audit the drive so that we can know what files to move and if the receiving end is ready.

### Action Items
- [ ] Does drivemigration@ have access to New Google Drive
    -  if no, add `label: need shared drive access`
    -  if yes, continue
- [ ] Audit
   - [ ] start new audit template from copy 
      - [ ] add link to resources below
      - [ ] rename file to have project name (and remove copy of)
      - [ ] move file to project drive
   - [ ] Check program area for project on the spreadsheet (add to resources below)
   - [ ] add old drive folder link to resources below 
   - [ ] are there files to move 
   - [ ] if no, close issue as completed
   - [ ] if yes
      - [ ] add ETA to comments
      - [ ] add new drive location to resources below
      - [ ] use worksheet to identify files to move
      - [ ] is file structure the same (for where the new files go)
- [ ] Engage with product managers
   - [ ] Make sure all necessary people are added to the new shared drive (below) 
      - [ ] Once added, confirm information in worksheet
   - [ ] Ask PM to comment their meeting times on this issue 
   - [ ] Show pm demo of file migration and how to use spreadsheet and teach them permissions
   - [ ] Ask product manager if they are able to communicate with old members to get files moved
   - [ ] If yes, then assign them the issue 
   - [ ] Once files moved, close issue with a comment
### Resources/Instructions
#### Templates and sources
- [Template for Drive Audit](https://docs.google.com/spreadsheets/d/1uw3SJHe2MOHGaCwbxnanLfqPvggGvLMqBAQloJBNirE/copy)
- [HfLA old drive structure](https://drive.google.com/drive/u/0/folders/1mRmBMk6nEvylSOiC7l__XCx5qU3g9w-B)
 #### Project specific links
- [project name old GDrive]
- [project name new GDrive]
- [project initials: Drive Migration Audit]
- Program Area: 
- [older migration template - audit and move info into new template]
ExperimentsInHonesty commented 1 year ago

61 has a new template in it