By means of introduction, my name is Alex Perez; I am the Records Manager for Metro-North Railroad in New York. I am in the position 5 months.
 
We are upgrading our servers to. This of course means moving all electronic documents stored on our servers as well.For us, this means moving over 1.4 million files. We have no content management system, so we are talking about unstructured data kept in network drives, My Document, etc.
 
Our IT folks are looking to see if that number can be reduced. I imagine each user will have to go into their folders and remove unwanted records or records that have expired retention dates. 
 
Since I have been hired, I have been updating our records retention schedule. I am meeting with the various departments, looking a the record-types and assigning their retention period according to NYS laws, CFR..etc.
As is typically encountered, staff are not familiar with how long they need to keep their records, even though their is an older version of a retention policy in existence which is not very user-friendly.
 
I imagine we are going to have to reach out to the users and ask them to clean-up their folders/drives. But without a ECMS or a fully-developed or ignored retention policy, is this the way to go?
 
I am wondering if anyone has come across a similar experience. Are there any recommendations or best practices on how to handle electronic documents before migrating to a new server?
 
Feel free to contact me privately via my email.  Thank you all.  

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