Email Migration Components

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Overview

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During Step 3 of our overall email project, VUMC IT will take several months to migrate email components to VUMC's Microsoft Office 365 cloud. The components include individual email box contents, Secure Relay for Servers (SRFS), the removal of public folders, applications, and shared exchange email (SEM). Each of these components affects different departments in different ways.

This project will begin in August. However, you can reach out and begin working on these aspects of the overall project now by sending an email to vumcit.transition@vumc.org.

Get the Pre-Migration Checklist

Individual Email Boxes

When VUMC IT migrates email box content from VU to the VUMC Microsoft Office 365 cloud, the change should be seamless for users. However, there are a couple of reboots or sign-in prompts that you might need to complete:

  • The Outlook client may require a restart.
  • The Skype client might require you to log back in again, or configure your new email address.
  • If you have a Polycom C600 series phone, a reset or a reconfiguration with your new email address might be required.

If you need assistance with any of these items, call the Help Desk at 615-343-HELP/3-4357.

Secure Relay for Servers (SRFS)

Departments use Secure Relay for Server (SRFS) service for computers, printers, and other devices as a way of 'pointing' them to a server using an IP address. With an IP address, devices and computers can find each other on the network. VUMC servers on the Vanderbilt University SRFS service (SRFS.Vanderbilt.edu) are already being migrated to the Medical Center SRFS service (SRFS.service.vumc.org).  

The Security Operations team has conducted vulnerability scanning for those devices utilizing SRFS.Vanderbilt.edu and many are already approved by VUMC IT security to migrate to the VUMC SRFS service. Follow your departmental change process and begin to make the necessary changes to point to SRFS.service.vumc.org. Other IP addresses failed the vulnerability scan and will require mediation before being switched to the VUMC system. 

If you have questions, please contact the Collaboration Team at vumcit.transition@vumc.org. Communications are already being conducted regarding this part of the project.

Public Folders

Identifying owners and users of public folders that are still on the Vanderbilt University email platform is another component of this project. VUMC IT Customer Relationship Managers are currently reaching out to public folder owners. 

All Public Folders will be removed from the current email system as a part of this project.

VUMC IT offers two options for Public Folders as a part of the email transition project:

Option 1:  Archive data to a Personal Storage Table (.pst file)

  • VUMC IT Collaboration will extract the data and place it in a .pst file
  • This archived data can be accessed using Outlook but is not stored in the email system.
  • VUMC IT Collaboration will provide the folder owner with the .pst file for future use
  • The Public Folder will be removed from the email system

All Public Folders that have not been remediated by an owner and transitioned to a .pst file will be removed from the current email system.

Option 2:  Transition the Public Folder to a Shared Exchange Mailbox (SEM)

  • VUMC IT CRMs will coordinate with the VUMC IT Collaboration team to schedule a transition time with the folder owner
  • The VUMC IT Collaboration team will move the data from the public folder to an SEM
  • The public folder will be removed from the system
  • Desktop support will assist with the configuration of Outlook to add the SEM

All Public Folders that have not been remediated by an owner and transitioned to an SEM will be removed from the current email system.

Please contact a Customer Relationship Manager as soon as possible at vumc.it.relationship.management@vanderbilt.edu to ensure that your Public Folders are properly accounted for.

Applications

VUMC IT is currently identifying Medical Center departments that own applications which utilize email addresses to operate. Additionally, VUMC IT is currently transitioning applications that use a vanderbilt.edu address to the @vumc.org address as part of Step 3. 

If you have an application that utilizes email in its operating process, gather the following information and contact us at vumcit.transition@vumc.org to begin the process of migrating to vumc.org.

  • Do you have an application(s) that uses email?
  • What applications do you have that use email?
  • How does your application utilize email?
    • SMTP
    • POP
    • IMAP
    • MAPI
  • Is your application integrated/have core functionality? (Will it break without email?)
  • Would other applications be affected if your application were to lose functionality?
  • What applications would be affected?
  • Is your application considered critical for business continuity?

Contact the Collaboration team at vumcit.transition@vumc.org to find out more information.

Shared Exchange Mailboxes (SEM)

A Shared Exchange Mailbox (SEM) allows multiple users to access a shared mailbox, calendaring options and contacts. During Step 3 of VUMC IT's email migration project, SEM's will be moved by to the VUMC email environment.

Changes to note:

  • Vanderbilt University users who are included in SEM's will be removed from mailbox information during this changeover
  • Public Folders can be replaced with SEM's

Contact the Email Transition team at vumcit.transition@vumc.org to understand your options throughout this process.

Support

Email our team at vumcit.transition@vumc.org if you have questions regarding any of the components of the email migration.