File Structure & User Access Setup - Help

Hi jestorx ,

Here is the advice I would give my clients if they were looking to do this:-

Against you points - 

1. Cleanse the File Server, get your teams in your business to review and delete all data that is out with retention policy. Create a fileplan per team on the fileserver and get them to move the data they want to keep into the structure that makes sense to them. Assume users have access to this? Create Site collections per Team. How many users/Teams/data? 

2. You cannot stop users creating folders if you give them edit rights to files. From the fileplan in point 1 give them advice and train a user in each team to maintain the first 3 levels of folders so that users dont mess up the fileplan.

3. OneDrive Sync client does sync any changes to the cloud. First off users would need to select the document libraries or folders they want to have a copy of (structural copy - files are not downloaded until accessed or users selects to "Always keep on this device"). Any changes they make get synced automatically if they are online. 

Organise in line with your company structure, every org is different so there is no right or wrong way just ways that people have done it in the past. For we mostly settle on creating a site collection per business team due to future proofing for Teams.