claudetools/clients/birth-biologic/docs/migration/2026-06-29-quality-dept-archival-plan.md

BirthBiologic — "Quality Department" (old site) archival plan

STATUS: COMPLETED 2026-06-29. Old Quality Department group/site soft-deleted via Graph (User Manager app — the Tenant Admin app 403s on group DELETE; it only has group membership write, not Group.ReadWrite.All). Group restorable ~30 days, site recycle ~93 days. Pre-delete safety delta confirmed 0 recent old-site edits unaccounted for in QSD. QSD verified to fully mirror the Datto source (0 Datto files missing). Group id f24b2e10-2d73-49d7-ab06-fe63065301d1, deletedDateTime 2026-06-29T22:23:15Z.

Prepared 2026-06-29. Goal: retire the duplicate Quality Department site once content and access are fully consolidated into the canonical Quality Systems Department site.

Why there are two sites

• Quality Department (/sites/QualityDepartment) — the ORIGINAL, created 2026-04-20 as the first migration landing target (OneDrive-sync target on ACG-DWP-X-BB). Group email QualityDepartment@birthbiologic.com.
• Quality Systems Department (/sites/QualitySystemsDepartment) — the CANONICAL site, created 2026-06-02 to use the department's real name. Group email QualitySystemsDepartment@birthbiologic.com.

This was a rename-by-recreate (new site stood up instead of renaming the old). Content was migrated old -> new on 2026-06-26, but the old site remained in active use afterward.

Verification (2026-06-29)

• Content parity: 0 name-orphans. OLD = 4,743 files, NEW = 4,740+ (new has the migrated set plus files added directly to it). Every file present in OLD exists by path in NEW.
• Post-migration edits in OLD (after the 6/26 copy): only 2 files.
  • Donor Placement Log - ported over 6.29.26.xlsx (Julie Beck, 6/29 15:18) — already superseded in NEW (NEW copy modified 6/29 20:45). No action needed.
  • Processor Contact Information/Processor Contact Information.In Process 5.16.24. updated Surgenex 8.21.24.xlsx (Alicia Meneely, 6/29 15:54, 20 KB) — was FORKED vs NEW copy (6/27 00:55, 64 KB). RESOLVED 2026-06-29: old-site version copied into QSD alongside its counterpart as ...Surgenex 8.21.24 (old QualityDepartment copy 6.29.26).xlsx (20 KB). Both versions now coexist in QSD/Processor Contact Information/ for the Quality team to merge. No data lost on archival.
• Group footprint: old group QualityDepartment@ has proxy addresses QualityDepartment@birthbiologic.com
  • QualityDepartment@birthbiologic.onmicrosoft.com. It is not nested in any other group (memberOf empty).
• Active use: users (Alicia Meneely, Julie Beck) were still editing in the OLD site on 6/29 — cutover to the new site has not fully landed. This must be addressed or new divergence will keep appearing.

Blockers to resolve before deletion

1. Resolve the forked file Processor Contact Information...Surgenex 8.21.24.xlsx (old 20 KB vs new 64 KB). Decide which is authoritative; copy the winner into NEW.
2. Stop users editing the old site. Repoint any OneDrive sync still aimed at Quality Department on ACG-DWP-X-BB to Quality Systems Department, and tell Quality staff to use the new site. Without this, files keep landing in the soon-to-be-deleted site.
3. Confirm the QualityDepartment@ address is unused — no mail flow / transport rules, no shared links, not referenced in any process doc. (memberOf already confirmed empty.)

Archival steps (run after blockers cleared) — Mike, as SharePoint Admin

The tenant-admin app cannot manage site lock/deletion (returns "Unsupported app only token"), so these run via PnP PowerShell or the SharePoint admin center.

# 1) Lock the old site read-only (stops further divergence; immediately signals the cutover)
Connect-PnPOnline -Url https://birthbiologic-admin.sharepoint.com -Interactive
Set-PnPTenantSite -Url https://birthbiologic.sharepoint.com/sites/QualityDepartment -LockState ReadOnly

# 2) After a grace period (e.g. 2 weeks) with no issues, delete the group-connected site.
#    Because it is group-connected, removing the M365 group tears down the connected site too.
#    Recoverable: group soft-delete ~30 days; site recycle bin ~93 days.
Remove-PnPMicrosoft365Group -Identity f24b2e10-2d73-49d7-ab06-fe63065301d1   # QualityDepartment@ group id

Reference

• Old site id/group id: group f24b2e10-2d73-49d7-ab06-fe63065301d1
• Old drive total: ~29.1 GB / 4,743 files
• Orphan diff tool: scratchpad/bb_quality_diff.py; full (now-empty) orphan list: quality-orphaned-files.txt
• Access state (2026-06-29): sysadmin@ is owner+member on Quality Systems Department (granted today); was owner on Quality Department.