Guide
How to Move Off Shared Folders
By Keelstar Team · Updated June 1, 2026
The short answer
Inventory what lives in shared folders, classify documents by workflow type, migrate active records into a system with validation and audit trails, and cut off new uploads to the old location on a fixed date. Shared folders are archives, not controls — moving off them means changing where work happens, not just copying files.
Inventory before you migrate
List folders, owners, and document types. Prioritize active vendor files, current COIs, and tax forms over archived contracts from closed relationships. You do not need to migrate everything on day one — you need to stop creating new compliance debt in the folder.
Map folders to workflows
Each folder type should land in a corresponding workflow: Vendor W-9s → W-9 collection, Insurance certs → COI tracking, Screening printouts → exclusion monitor. If a document type has no workflow, that is a process gap to close — not a reason to keep the folder.
Set a cutoff date
Announce that after a specific date, new vendor documents must enter through the workflow system — not the shared drive. AP and procurement need a single intake path. Retroactive uploads to the old folder after cutoff defeat the migration.
Migrate with metadata
When importing historical files, capture received dates and source — do not pretend every document was validated today. Mark migrated records clearly so auditors understand provenance. Missing dates on legacy files are acceptable if documented; falsified dates are not.
Keep the folder as read-only archive
After migration, lock the old shared folder to read-only for reference during transition, then retire it per retention policy. The goal is one system of record going forward — not two places someone has to check.
Related guides
Put this into a monitored workflow
Keelstar Platform handles this continuously — with reminders and an audit trail.