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File Server Migration Information

Drexel IT is replacing the existing File Server Infrastructure that is currently in use across the University with a newer system. This page will provide updates and information about the project which is taking place during the Spring and Summer of 2020.

What is changing?

  • All paths for File Shares will be changing to a new address. Information on how to update shortcuts to the new addresses can be found here.
  • Quotas for File Shares will be by share, where it was previously applied by individual user.
  • The New File Server system will only show folders to which a user has been granted access to.
  • Individual User Folders on Departmental File Shares will be retired in favor of Drexel OneDrive.

Project Timeline

Timeline Phase Status
Spring 2020 Encrypted Shares
Completed 
Departments under the Encrypted File Share umbrella were moved to the new system on Wednesday, June 3, 2020. 
Early Summer 2020 User Folders Migrated to OneDrive
In Progress

Click here to see Upcoming User Folder migrations.

There are currently no migrations scheduled. Check back soon as more may be added in the coming days.

Click here to see Past User Folder migrations.

Department Migration Date
Enrollment Management 9/1/2020 7:00:00 AM
Autism Institute 8/25/2020 6:00:00 PM
School of Public Health (SOPH) 8/25/2020 6:00:00 PM
Kline School of Law 8/4/2020 12:00:00 AM
CNHP 7/29/2020 12:00:00 AM

Summer 2020 Migration of Departments to New System In Progress

Click here to see Upcoming Department Share migrations.

There are currently no migrations scheduled. Check back soon as more may be added in the coming days.

Click here to see Past Department Share migrations.

Department Migration Date
Autism Institute 9/9/2020 12:00:00 AM
School of Public Health (SOPH) 9/9/2020 12:00:00 AM
Enrollment Management 9/4/2020 12:00:00 AM
Kline School of Law 8/11/2020 12:00:00 AM
CNHP 8/11/2020 12:00:00 AM
Institutional Advancement 7/28/2020 12:00:00 AM
Institutional Research 7/14/2020 12:00:00 AM

Additional dates for migrations will be announced in the near future and listed on this website. Drexel IT will communicate migration dates via email to users as they are available. Dates are subject to change and will be updated on this website (and email notification) as soon as possible.

​Note: Migrations will ​not​ take place during the First Week of Fall Term (September 21-25).


File Server Migration - Frequently Asked Questions

General Frequently Asked Questions

Why is this change being made?

The existing University File Servers have reached the end of their useful life and need to be replaced. This project has been carefully developed to ensure that all data is transferred over, and that ample notice is provided to all affected users of the changes.

As a departmental manager, can I review who has access to my department’s share?

Absolutely! The Drexel IT Accounts Office can provide this information upon request and encourages departmental managers to review their access lists frequently. This information can be requested in writing to accounts@drexel.edu.

Why is our Department’s Path changing altogether?

For all users, we are changing the paths to ensure that everyone is connected to the correct server and streamline the connection process for everyone to a single address.

Some departments that may have been previously nested under other departments (i.e. under AdminServices) have been moved up in the hierarchy for easier access to their data.

If my department exceeds their allotted quota, can we get more space?

Yes, however departments should be aware that Drexel IT reserves the right to charge-back for additional space via RCM Cost-Recovery models. If and when that is to take effect, departments will be notified in advance and will need to have a financial administrator approve the charge. If a department/team needs more space, the primary/authorized contacts will request a quota increase via the RemedyForce portal.

Would OneDrive/Teams be a more suitable storage location for our department?

It depends on your department’s use cases. OneDrive provides greater flexibility in terms of sharing data and real-time collaboration, which is why some departments have made the switch. In other cases, departments may rely on application setups that do not support OneDrive and may still require the use of a File Server. There is also the possibility that some data may be classified as needing to remain on a University File Server.

If our department wishes to re-structure our File Share (including Folder Contents & Permissions), can we do that ahead of the migration?

The Accounts Office would be happy to assist with a re-structure; however, they will not be able to assist with a re-structure until the migration project has been completed.

If you are thinking about a re-structure, we’d recommend you start thinking about how exactly you would like to re-structure, and then contact the Accounts Office to request a consultation with an Accounts Team Coordinator to determine the scope of work. Once the migration project is completed, we can provide better timelines in terms of how long a restructure would take.

If the scheduled migration date does not work for our Department, can it be changed?

The migration schedule that has been developed was created to ensure that the migration project could be completed in a timely manner, given the existing File Servers and Storage are at the end of their useful life. The migration schedule is being accelerated to ensure completion as quickly as possible to prevent the possibility of unplanned/extended downtime.

Requests with justification to change migration dates may be made by a Department Head/primary contact to the Help Desk, but please be aware that not all schedule change requests will be honored. Please note, no migrations will take place during the first week of Fall Term: September 21-25.

The following factors were taken into consideration in developing the schedule:

  • Number of Users in a Department that are affected by the change on the scheduled day. This is to ensure appropriate IT Staff load to provide support.
  • If Departments had User Folders within their shares - the User Folder data needed to be migrated to OneDrive first.
  • Migrations are generally completed on Tuesday or Thursday Mornings, with some occasionally on Wednesdays.

User Folder Migration Questions

What will happen to my existing User Folder Data?

Any data in your personal User Folder on your Department's File Share will be automatically migrated to your personal OneDrive, into a folder called SharedDriveUserFolder. After migration, your access to your old User Folder on the File Share will be removed.

If I already have OneDrive set up to sync to my local computer, will my data from my User Folder start syncing to my local computer?

Most likely, but it depends on how your OneDrive sync client is set up. Most users will have their sync clients set to sync everything from OneDrive to their local computer, but others may have already customized their sync settings.

If you do not want your User Folder data to be synced to your local computer, create a folder called SharedDriveUserFolder (as written) at the root of your OneDrive, and then change your OneDrive sync settings to not sync this folder. For information about Sync settings, see Microsoft's Windows or Mac documentation.

How do I know which folder is affected by this change?

If you received a notification from Drexel IT that your User Folder was being migrated to OneDrive, you can use our User Folder Information Lookup Tool to find the path of your former User Folder.

User Folder Information Lookup Tool

If you are prompted to allow/authorize access for a Office 365 Groups Connection, please allow it in order to view your information.

I have an important document in my User Folder that I will need on my migration day. What should I do to ensure I still have access to it?

If you have any important documents within your User Folder that you will need access to on your Migration Day, we recommend copying it or moving it to your OneDrive or another location that is accessible to you so that you have continued access while the rest of your data is being migrated. 

What happens to our Departmental File Share after our User Folders are moved?

For all departments, your existing departmental file shares will be migrated to the new infrastructure shortly after we conclude the User Folder Migration phase of the project. Your departmental shares are not being deleted, they're being moved to a different system.

Additional information is available in the page content above, or in the FAQ content above the User Folder Migration section.

What will happen if a file is un-successfully migrated to my OneDrive?

There may be cases where files are unable to be synced to OneDrive due to file name length, illegal characters in the filenames, or other issues. Additionally, any individual files that are larger than 15 GB will have to be manually uploaded to OneDrive and will not be able to be migrated by Drexel IT.

When your migration is completed, Drexel IT will take note of any errors that came up in your migration. Either Drexel IT or your local IT Support will then contact you directly to work with you to handle the migration of those files on a manual & case-by-case basis. All migrations taking place are reviewed thoroughly to ensure completeness.

Per Microsoft's documentation, these are currently the Illegal Characters that will not sync:

" * : < > ? / \ |

Additionally, we have seen files and folders that have a space at the beginning of their names will not migrate. If Drexel IT notices these, the space will be replaced by an underscore ( _ ) so that the files successfully migrate without error.


If any of your files have these characters, we recommend renaming them as soon as possible so your migration goes smoothly. We've seen this sometimes occur if you download a web page directly for archival purposes.

I can't access my User Folder anymore and there is data I need in there... what should I do?

First, do not panic. Your data has not been removed - your access removal is temporary while the migration is taking place. 

If you're attempting to access your User Folder Data during the migration day, take note of the following:

  • On your Migration Day, your access to your user folder on the File Server will be removed around 7:00 AM, when the migrations begin.
  • Migrations are done in batches of about 30-50 users at a time, with about 3-4 running concurrently - this is a limitation of the Microsoft service that we are using.
  • Most data will be available to users on their OneDrives by mid-day, others may have to wait a little longer depending on how much data is to be migrated on a given day.

If you've found that data is missing from your OneDrive after the migration process has completed, we recommend doing the following:

  • Check the OneDrive Web Client - if you have the OneDrive Sync Tool installed on your local computer, it's possible you may have configured it to not sync new folders. 
  • If the folder/data is still not present, contact the Help Desk. Make note of the day that your User Folder was scheduled to be migrated, and if possible, please include the path to where your User Folder was located (see the blue box on the right side for information on how to capture that information). Also, include any information about the file(s) in question that are not in your view.
  • As previously mentioned, Drexel IT or your Local IT Support will reach out to you if there are any file(s) in your User Folder that did not migrate. If that is the case, you will be given Read-Only access to your old user folder for 72 hours to retrieve the data that was not migrated.

I have an Outlook Archive File (.PST) saved to my User Folder. What should I do?

Your .PST file will be migrated to your OneDrive, but you may need to re-map it in Outlook once your access to your old User Folder is removed.

Since Office 365 provides a very generous email quota, we recommend exploring importing your .PST archive into your Office 365 mailbox, which should then no longer require the use of a .PST archive.

What happens to the User Folders of Individuals no longer at the University?

User folders of individuals who are no longer at the University will be migrated to a separate File Share location, sorted by department. Department Heads will then be contacted by the Drexel IT Accounts Office to provide access and review data in the shares. These shares will be available until the end of the calendar year at which time they will be permanently deleted.

Upcoming OneDrive Workshops

  • 10/6/2020 11:00:00 AM
    Webcast
  • 11/5/2020 3:00:00 PM
    Webcast
  • 12/1/2020 11:00:00 AM
    Webcast

View the full list of Workshops or Sign Up