File Server Migration Guide: How to Transfer File Shares
Is your file server cluttered beyond belief? Are your folders a confusing mess? Or do you simply have to switch over to a new version of Windows Server? Not to worry: This guide covers everything there is to know about migrating file servers. Whether you’re planning a simple transfer of shares or a complete rebuild of your folder structure, you’ve come to the right place!
File Server Migration: The Basics
What Is File Server Migration?
File server migration is the process of transferring your file shares and all their contents from one file server to another. This involves copying over files and folders and making sure the new server is fully set up before taking the old one offline.
However, there are many potential pitfalls that make file server migration more complicated than a simple copy job. Organizations need to ensure that the transfer does not disrupt IT operations and that no data is lost or corrupted in the process. This can be especially challenging when you are dealing with terabytes of data in thousands of directories.
Additionally, you need to consider whether you want to keep your NTFS permissions, Share permissions and permission groups as they were or use the opportunity to clean up your folder structure and access structure following best practices like the AGDLP principle.
Why Do I Need a File Server Migration?
There are many different reasons to migrate file servers, from replacing hardware to reorganizing their file shares or moving their on-premises infrastructure to the cloud.
Hardware or software EOL: Perhaps your server is showing signs of age or you need to switch to a new version of Windows Server unsupported by your current hardware. Under normal circumstances, you can replace individual servers in a cluster without the need for a full migration. However, sometimes a clean cut may be necessary or preferable.
Storage upgrades: Maybe your file server still works, but is simply too small or too slow to keep up with your storage needs. Switching to a more powerful server allows you to boost read/write speeds and storage capacity โ assuming you really rely on a single dedicated server. Again, a cluster or Storage Area Network (SAN) can usually be expanded on the fly without the need to migrate.
File server cleanup: Another common reason for file server migrations is the fact this switch allows you to set up a new directory structure. This gives you the chance for a fresh start, leaving behind the chaos on your current file server.
Cloud migration: Sometimes the reason for a file server migration is that you no longer plan to use an on-premises server at all and are moving your data to a cloud storage service such as Microsoft Azure instead. Since there are fundamental differences between how on-premises and cloud services operate, this is a more complicated procedure than migrating from one file server to another.
File Server Migration to Azure Files or SharePoint
If you plan to switch from an on-prem file server to cloud storage, there are different options you can choose, with different advantages and disadvantages in terms of access speeds, simultaneous access and external sharing:
However, cloud migration is a much more complicated project than an on-premises file server migration due to the differences in underlying architecture. A move to cloud storage should be planned carefully to avoid ballooning costs and ensure your chosen service covers all required use cases.
File Server Migration: How to Guide
File Server Migration Using Storage Migration Service
Storage Migration Service is a component of the Windows Admin Center that allows organizations to move files from one server to another or even migrate data into Azure storage. This process consists of three stages.
Inventory source servers: Add and scan source servers or a failover cluster, allowing Storage Migration Service to collect information about the files and their configuration, such as permissions and ownership.
Transfer data to the destination server: Data is copied from the source server to the destination server you provide. For this process, you also need to set up an orchestrator server running Windows Server 2019 or later to manage the migration. If you are migrating a single server, the destination server can act as the orchestrator.
Cut over to the new server (optional): When the transfer has been completed, the destination server can take over the identity of the source server. This means that users can continue to access files under the same path as before. The source server still contains the same information, but is put into a maintenance state and becomes unavailable to end users.
File Server Migration Using Robocopy
Robocopy (Robust Copy) is a command line utility for file transfers with many advantages over the default copy and paste in Windows. It is faster and more reliable, can be run as a batch job and can be restarted if the copy is interrupted. Many admins turn to this trusted command to move files from one file server to another.
Example command: robocopy “\\SourceServer\Path” “\\DestinationServer\path” /e /z /copyall /r:5 /w:5 /mt:8 /log:”\\DestinationServer\LogPath\robocopy.log” /v
/e: Copies subdirectories, including empty directories.
/z: Copies files in restartable mode, allowing the copy job to resume if interrupted.
/copyall: Copies all file information (data, attributes, time stamps, owner, auditing, ACL).
/r:[n]: Specifies how often failed copies are retried. Defaults to one million attempts.
/w:[n]: Specifies the wait time between retries in seconds. Defaults to 30 seconds.
/mt:[n]: Specifies the number of threads used for copying. Defaults to 8 threads.
/log “[path]”: Writes the status output to a log file. Use log+ to append existing log file.
/v: Writes status output in verbose mode, showing skipped files.
Robocopy only copies files that it can access. Make sure you are a member of the backup operators group and are running the command from an administrative command window. Alternatively, you can use the parameter /b to copy files in backup mode and override the ACL.
File Server Migration Using DFSR
Distributed File System (DFS) allows files stored on different servers to be part of a shared namespace. The ability to replicate information between different servers through DFS replication can also be used to migrate data to a new file server.
To migrate file servers using DFSR, you simply add the new server to your namespace and replicate your files and folders. Once all your data is copied over to the new file server, you can decommission your old one.
DFS replication is a slow process, but you can speed up the initial synchronization by pre-seeding files with robocopy.
File Server Migration: Building a New Folder Structure
Many organizations who go through the trouble of a file server migration do not want to copy everything over as is, but use the opportunity to break with the chaos on their current file server and start fresh. For some, this is the main reason for a file server migration in the first place.
We all know how it works. You start with the best of intentions and a clean, simple folder structure. Jump forward a few years: Suddenly your file server is cluttered with hundreds of unnecessary directories and no one has any clue where anything is stored, or who exactly has access to what.
So how do you fix it? You start fresh on a new file server. First, you build your new folder structure and get your NTFS permissions sorted out. Then, once your directory tree and permission groups are all set up, you start moving files over.
Why Migrating File Servers Is Easier Than Tweaking Permissions
Perhaps you’re wondering: Why go through the trouble of moving file servers just to reorganize your folders and shares? Wouldn’t it be easier to fix the permissions on your current file server without switching over?
There’s one problem: permission inheritance. When you change the permissions for an object on your file server, it then has to update the access control list for all subfolders and -files. And with thousands of files and folders, this simple change can suddenly take hours to complete. Multiply this for every folder you need to edit. Updating NTFS permissions in a server filled with files is an impossibly slow process.
That’s why it’s easier to rebuild permission and groups on a new, empty directory structure where changes can quickly propagate down to the lowest level of your folder tree. Once everything is set up, you simply have to move over the actual files.
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tenfold: Keeping Your File Server in Order with Automated Governance
Creating permission groups, following naming conventions and enforcing least privilege access: Managing a file server takes a lot of time and effort. No wonder that many file servers wind up so chaotic that orgs want to start fresh with a file server migration.
But without addressing the root cause of the problem, you’ll soon face the same chaos all over again. The issue here is manual administration, which is both error-prone and incredibly time-consuming.
Luckily, there is a better way! With tenfold, you enjoy automated file server governance, so you no longer need to worry about:
Managing permission groups
Following Microsoft best practices
Figuring out users’ effective access
Conducting regular access reviews
Best of all, with our file server migration add-on, we’ll assist you through the process of cleaning up and migrating your file server. This way, you get to start fresh while our IGA solution ensures that your file server stays neat and tidy.