R 021842Z MAY 19 FM COMNAVRESFORCOM NORFOLK VA TO NAVRESFOR INFO COMNAVRESFORCOM NORFOLK VA COMNAVRESFOR NORFOLK VA BT UNCLAS ALNAVRESFOR 008/19 // MSGID/GENADMIN/COMNAVRESFOR NORFOLK VA// SUBJ/NAVY RESERVE HOMEPORT (NRH) SHAREPOINT MIGRATION PLANNING AND PREPARATION// REF/A/DOC/NAVY RESERVE HOMEPORT SHAREPOINT GOVERNANCE PLAN VERSION 1.2/06DEC17// REF/B/DOC/COMNAVRESFORINST 5210.1/22SEP16// NARR/REF A CODIFIES THE CONTROLS FOR ADMINISTRATION, MAINTENANCE, AND SUPPORT OF CNRFC NRH SHAREPOINT ENTERPRISE ENVIRONMENTS. REF B PROVIDES POLICY AND GOVERNANCE ON RECORDS MANAGEMENT.// POC/CAPT MICHAEL LEACHMAN/CNRFC N6/TEL: 757-322-6645/ EMAIL: MICHAEL.LEACHMAN(AT)NAVY.MIL// RMKS/1. PURPOSE: THIS MESSAGE PROVIDES GUIDANCE FOR THE NRH SHAREPOINT 2010 MIGRATION TO SHAREPOINT 2016. 2. BACKGROUND: THE NRH SHAREPOINT SITE CENTRALIZES ACCESS TO ENTERPRISE INFORMATION AND APPLICATIONS. THE SITE HELPS CNRFC MANAGE ITS DATA, APPLICATIONS, AND INFORMATION MORE EFFICIENTLY, PROVING ORGANIZATIONAL BENEFITS SUCH AS INCREASED RESERVE ENGAGEMENT, REDUCED STAFF ON-BOARDING COSTS, AND TACIT KNOWLEDGE CAPTURE. THROUGH SHAREPOINT?S WORKFLOW CAPABILITIES AND APPLICATION DEVELOPMENT FOUNDATION, NRH SUPPORTS THE ORGANIZATION?S INFORMATION MANAGEMENT NEEDS AND PROVIDES A PROCESS FRAMEWORK FOR THE ENTIRE RESERVE FORCE. CURRENTLY, SHAREPOINT 2010 IS THE PLATFORM FOR THE NAVY RESERVE HOMEPORT. IN APRIL THROUGH JULY OF 2019, CNRFC N6 WILL BE UPGRADING TO SHAREPOINT 2016. TO PREPARE FOR THIS UPGRADE, ALL ACTIVITIES WITHIN COMNAVRESFOR WILL NEED TO ENSURE THEIR SHAREPOINT SITES ARE READY FOR THE DATA MIGRATION PROCESS. TO MAKE THIS A SUCCESSFUL ENDEAVOR, ALL ACTIVITIES NEED TO CLEAN UP THEIR SHAREPOINT SITES, ABIDING BY REFERENCE A, WHILE ENSURING RECORDS THAT MUST BE RETAINED ARE KEPT IN ACCORDANCE WITH REFERENCE B. SHAREPOINT 2016 BRINGS NEW CAPABILITIES TO FURTHER INCREASE THE RESERVE FORCE CAPABILITIES TO DELIVER STRATEGIC DEPTH AND OPERATIONAL CAPABILITY. TO VIEW A COMPARISON OF NEW CAPABILITIES, NAVIGATE TO HTTPS://GALLERY.TECHNET.MICROSOFT.COM/OFFICE/SHAREPOINT-FEATURE-9BBDFB36 AND SELECT THE "SP16FEATURES.XLSX" LINK. 3. ACTION: ALL COMNAVRESFOR COMMANDS MUST PREPARE THEIR SHAREPOINT SITES FOR MIGRATION BY 1 JULY 2019. REFERENCES A AND B ARE THE FUNDAMENTAL DOCUMENTS PROVIDING GUIDANCE FOR BOTH SHAREPOINT GOVERNANCE AND RECORDS MANAGEMENT. REFERENCE A GOVERNS SHAREPOINT, WHILE REFERENCE B CLARIFIES WHAT MUST BE STORED IN THE TOTAL RECORDS AND INFORMATION MANAGEMENT (TRIM) SYSTEM. AS A REMINDER, TRIM IS THE RECORDS MANAGEMENT APPLICATION THAT ALL ACTIVITIES MUST USE. EXAMPLES OF RECORDS THAT MUST BE STORED IN TRIM ARE ALL THOSE THAT ARE REQUIRED TO BE RETAINED IN HARD COPY, AND ALL DETERMINED BY THE NAVY RESERVE ACTIVITY (NRA) COMMANDING OFFICER. FOR A MORE COMPREHENSIVE LIST OF RECORDS THAT MUST BE SAVED, REFER TO REFERENCE B. ADDITIONALLY, ALL DOCUMENTS THAT WERE IDENTIFIED THROUGH PREVIOUS LITIGATION HOLD TASKERS, SUCH AS AQUEOUS FILM FORMING FOAM (AFFF) AND TRANSGENDER MATERIAL, MUST BE RETAINED IN THE SAME LOCATION IT WAS DISCOVERED (I.E. DO NOT DELETE OR MOVE). WHEN SHAREPOINT 2010 OFFICIALLY GOES "OFFLINE", N6 WILL RETAIN DUPLICATES OF THE ORIGINAL PLATFORM FOR POTENTIAL FUTURE REVIEWS. STARTING 01MAY19 THE DATA MIGRATION WILL BEGIN. THIS PROCESS SHOULD BE TRANSPARENT TO EVERYDAY USERS UNTIL 12JUL19. FROM 15JUN19 THROUGH 12JUL19, EACH ACTIVITY?S DESIGNATED ADMINISTRATORS (POWER USERS) WILL BE ABLE TO VIEW SHAREPOINT 2016 IN ORDER TO TEST AND TROUBLESHOOT. FROM 15JUL19 THROUGH 28JUL19 THE ORIGINAL SHAREPOINT 2010 SITES WILL GO INTO A READ (OR VIEW) ONLY MODE. IN OTHER WORDS, EVERYDAY USERS WILL BE ABLE TO SEE AND ACCESS ALL MATERIAL, BUT WILL NOT BE ABLE TO MODIFY ANY DOCUMENTS WITHIN THE SITE. ON 29JUL19, SHAREPOINT 2016 WILL BE UNVEILED FOR ALL USERS. NAVRESFOR N6 IS SPONSORING ONGOING MULTI-DAY SHAREPOINT 2016 TRAINING SESSIONS AT EACH OF THE RCCS AND REMOTE COLLABORATION MEETINGS FOR ADMINS THROUGHOUT THE FORCE. THROUGHOUT THIS PROCESS, CNRFC WILL PROVIDE REGULAR UPDATES AND GUIDANCE THROUGH GOV DELIVERY, EMAIL, DON TRACKER, NRH, ETC. TO ENSURE A SMOOTH PROCESS. 4. EXCEPTIONS: NONE 5. ADDITIONAL POINTS OF CONTACT SHAREPOINT PROGRAM MANAGER/TRAINING COORDINATOR LCDR LAINE CAMERON PHONE: 757-322-6670 EMAIL: LAINE.CAMERON1(AT)NAVY.MIL SHAREPOINT CONFIGURATION MANAGEMENT TEAM MR. TIM BENTJEN PHONE: 757-444-3913 EMAIL: TIMOTHY.BENTJEN(AT)NAVY.MIL SHAREPOINT CUSTOMER SUPPORT TEAM PHONE: 757-793-5976 EMAIL: NAVRESFOR_SHAREPOINT.FCT@NAVY.MIL RECORDS MANAGEMENT REPRESENTATIVE PS2 AMBER HAWKINS PHONE: 757-322-5627 EMAIL: AMBER.HAWKINS(AT)NAVY.MIL 6. THIS GENADMIN WILL REMAIN IN EFFECT UNTIL CANCELLED OR SUPERSEDED. 7. RELEASED BY RADM T. W. LUSCHER, DEPUTY COMMANDER, NAVY RESERVE FORCE.// BT #0009 NNNN