As part of Expedition Tech program, we will be migrating all department shared drives that are hosted on affiliated Vanderbilt University to a VUMC location by the end of August 2026.
The migration will happen in 5 phases:
Year | Quarter | Phase | Notes |
2024 | Q3 | Phase 0 | Pilot share migration Small Complexity IT departments will be picked up as proof of concept |
| Q4 | Phase 1 | ~150 shares will be migrated using traditional migration method |
2025 | Q1 & Q2 | Phase 2 | ~300 complex share will be migrated |
| Q3 & Q4 | Phase 3 | ~300 complex share will be migrated |
2026 | Q1 & Q2 | Phase 4 | ~140 share migration |
| Q3 | Clean up | Project closure |
Migration Overview:
VUMC continues its efforts to separate from Vanderbilt University. As a part of this effort, many departments' shared drives will need to be relocated to a new location. VUMC employees can review their department migration dates by reviewing the project lookup tool here. Affected departments will also receive direct communication if their shared drive is being moved.
Migrations will start around 6:00pm CST and can last until 7:00am CST next morning. In most cases, employees will not need to do anything other than restart their computers after the migration is complete. However, in some cases, users may need to re-map their new shared drive location to access shared documents, files, and contact. You can click here to review step-by-step instructions on how to manually map a drive and other troubleshooting methods.
If you face any issues accessing your files, please review the FAQs below and the troubleshooting article here. If you still experience issues, please contact the Help Desk at 615-343-HELP (3-4357).
FAQs:
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A department shared drive is used within a single department to store shared department documents, folders, and other content.
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You might be using one of the paths to access your department’s files currently. <Sharename> is your specific department name.
See some examples below:
- \\drives.vumc.org\<sharename>
- \\bigdatavuhcifs.mc.vanderbilt.edu\<sharename>
- \\bigdatavuhcifs.ea.vanderbilt.edu\<sharename>
After the migration you will be able to access same files through a new path. See the example below.
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The migration is part of the Expedition Tech program, designed to move department shared drives from a Vanderbilt.edu location to the VUMC location. This will enhance security, improve access, and streamline IT infrastructure.
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Department leaders will receive a direct email 15 days before the scheduled migration date to outline specific instructions. From there, department employees will receive a direct email one week before the migration happens and a reminder email the day of the migration.
In addition, we have a lookup tool that will show employees schedules and dates of when their migration will begin.
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No. During the migration, typically scheduled from 6 PM CST to 7 AM CST, you will have read-only access to your files. Full access to your content in its new location will be restored after the migration is completed.
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If your department has specific requirements, you can request a different migration schedule by contacting the project team in advance. We will accommodate requests as best as possible.
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If you encounter issues accessing your files post-migration, please consult the FAQs and the troubleshooting article here. If you are still experiencing issues, contact the Help Desk at 615-343- HELP for assistance.
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You have 21 days to thoroughly check your access to files and data post-migration. After this period, all content from the old path will be deleted and cannot be recovered.
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On the day of migration, you'll receive a reminder email about the change. Most migrations will occur in the evening, and you may have limited (read only) access to your files during this time. After the migration, you will receive a confirmation notification with a link to provide feedback.
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The migration will mostly happen outside of regular working hours to minimize disruption. Once you restart your device after the migration is complete, you can continue working as normal. However, if you don't see your new shared drive path after rebooting your computer, you will need to re-map the drive to your device. Click here to review step-by-step instructions on how to do this.
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After the migration is complete, you will receive a final notification with a link to a survey. We encourage you to fill out this survey to help us improve the process.
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After migration, the old shared drive path will no longer be accessible. You must use the new path provided in the notification emails. Ensure that all necessary data is verified within 21 days, as the old paths will be permanently deleted afterward.
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If you need assistance during the migration, please contact the Help Desk at 615-343-HELP.