Pre-migration Checklist: Students & Others

Please complete this checklist FIRST, then use the migration assistant (instructions here) to complete your move to M+Google.

NOTE: This checklist is for students, retirees, UMOL subscribers, sponsored affiliates and others who will self-migrate their current ITS IMAP email into Google. (A downloadable Word file of this checklist is available in the attachments section at the bottom of this page.)


Attention Med Students and others affiliated with the Health System: You may not be able to move to Google Mail and Calendar due to HIPAA regulations. However, you will get access to all the other services. Questions? Contact the MSIS help desk at 734-763-7770 or msishelp@umich.edu.


All Email Systems

  • Rename any folders that have the caret character (^) or exclamation point (!) in the name. These characters aren't allowed. Understand how your folders will be transferred to Google labels.
  • If you have a folder named Archive, please rename it. 
  • If you have mail folders nested within your Inbox, move them (you may maintain the nested structure) to the main or root level of your mailbox. This will help to create more usable folder-to-label hierarchies in Google Mail and can also help avoid certain post-migration synching issues.
  • Check the total number of mail folders that will migrate and become Google labels. Google recommends a max of 200 for optimal mail performance. Our technical team has tested with higher folder/label counts and found that the system still performs well with up to 500. However, we have noticed performance and speed degradation as those counts go higher. If you have more than 500 folders in your current system, we recommend consolidating them.
  • Check for long or nested folders paths to make sure the paths to the folder (e.g. FY2010/Spring/May) do not exceed 225 characters. If any of them do, rename those folders to be less than 225 characters. Folder names or paths longer than 225 characters will be truncated during the migration.
  • Review your email and identify email messages with the following characteristics; if you need to retain these messages, save them to your computer for access post migration as they will not migrate:

IMAP ( (usually accessed via U-M Maize or Blue Webmail; or software such as Eudora, Apple Mail, Pine, etc.)

  • Empty your SpamBox and Trash folders.
  • Move folders that are located underneath your Deleted Items and Draft folders out to the main or root folder of the mailbox. Messages in these sub-folders will not migrate.
  • If you use the following and would like to use them in email, make a copy for reference following your migration since these do not migrate.
    • Any rules that you have for email
    • Email signatures
    • Personal Contact Groups
    • Delegated mailbox settings
    • Filters
  • If you use Pine to access your U-M Mail, messages you want migrated to Google must be in your ITS IMAP account. Messages stored in AFS will not migrate. See: Moving Pine Messages from AFS to IMAP.

Sensitive Regulated Data

The ITS Information and Infrastructure Assurance (IIA) team performed an analysis of the Google Apps for Education environment and found it to be secure enough to maintain the university's sensitive data. However, due to some regulatory and contractual requirements, some sensitive regulated data cannot be collected, processed or stored in Google. The university's Sensitive Regulated Data Standard provides additional information regarding the permitted and restricted use of these types of data.

Remember, unless there is a specific regulation that prevents data from being maintained in Google, university-owned, sensitive data may be maintained in the university's Google environment.

Let googleteam@umich.edu know if you collect, process, or store sensitive regulated data. Sensitive regulated data includes data that is covered by the following laws, regulations or standards:
  • Health Insurance Portability and Accountability Act (HIPAA)
  • Social Security Numbers (SSNs)
  • Gramm Leach Bliley Act (GLBA)
  • Payment Card Industry Data Security Standards (PCI-DSS)
  • Human Subject Research (sensitive)
  • Export Controlled Research - International Traffic in Arms Regulations (ITAR) and Export Administration Regulations (EAR)
NOTE: Data defined by the Family Educational Rights and Privacy Act (FERPA) is also considered sensitive regulated data, however, there are no restrictions on the use of FERPA data (such as student grades) in the Google Core Services.  Do not report this to the project team if this will be the extent of your FERPA data use.

For more information on, or examples of, sensitive regulated data, review "Sensitive Regulated Data Explained". Visit IIA's SafeComputing Google privacy and security webpage for more information.  If you have questions about sensitive regulated data or privacy or security regulations, please contact IIA.Inform@umich.edu

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Rita Girardi,
Feb 7, 2013, 7:12 AM