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Microsoft Office 365 Email and Collaboration Services in the Cloud

Microsoft Office 365 Email and Collaboration Services in the Cloud. Maria Hishikawa IT Specialist Bureau of Alcohol, Tobacco, Firearms and Explosives. ATF Email in the Cloud. Pre-Migration 7500 Users (95% 100MB mailboxes) Exchange 2003 Personal archives on local hard drives Migration

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Microsoft Office 365 Email and Collaboration Services in the Cloud

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  1. Microsoft Office 365 Email and Collaboration Services in the Cloud Maria Hishikawa IT Specialist Bureau of Alcohol, Tobacco, Firearms and Explosives

  2. ATF Email in the Cloud Pre-Migration • 7500 Users (95% 100MB mailboxes) • Exchange 2003 • Personal archives on local hard drives Migration • Kick-off: July 2012 • Deployment: May 2013 Post-Migration • 7500 Users @5GB Mailboxes • Exchange Online, SharePoint Online, Lync Online • Proofpoint Archiving with 3 year retention policy

  3. Challenges and Triumphs • Service Terms Agreement • Personnel Security Requirements • IT Security - FISMA • Identity Management • Directory clean up • Identity Federation • Network Architecture • Dedicated network connectivity • Complex layers of nodes and zones • Firewalls, proxies, ports, routing…. • Paradigm Shift of Cloud Service Management • Opposing forces of resistance vs. impatience • Redefine policies and processes • From ad-hoc reactive to formalized proactive mode • Multiple service provider relationship management • Incident triage and escalation methodology

  4. Moving into Cloud Computing is like…..

  5. Assess the Situation What you have What they offer Subscription models Feature options/limitations Storage growth costs Mobile device compatibility Connectivity options Records features Integrators and partners Service roadmap Security, security, security • Amount of data • Types of data • Data sensitivity • Access points • Bandwidth • Records Policies • Procurement options/limits • Long-term plans • Security, security, security

  6. Find the Right Fit • Finances • Features • Geography • Past relationships • Other customers • Recent news and changes

  7. Manage Expectations With Vendor Within Organization: Clearly Articulate Purpose and Goals Define Roles and Responsibilities Early Assess Skill Gaps Develop HR/Training Plans • Performance Measures • Penalties • Frequency of Reviews • In/Out of Scope Services

  8. Don’t Expect to Micromanage • Don’t expect detailed inventories • Don’t expect to install agents • Some logs may not be available to you • Change Requests in queue with other customers

  9. Don’t Bury Your Head in the Sand • Know where your data is • Know who has access to your data • Know your SLAs • Know what changes are planned • Keep lines of communications open • Ask questions

  10. Let Go

  11. Find the Equilibrium • Monitor services not hardware • Monitor SLAs not daily tasks • Know your boundaries and thresholds • Advocate for changes of mutual benefit • Know what changes are planned and how they impact your organization

  12. Know Your Exit Strategy • Extend agreement • Find another vendor • Take it back on-premises • Hybrid solution • Data Retention/Destruction

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