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

ATF 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 Mailboxes Exchange Online, SharePoint Online, Lync Online Proofpoint Archiving with 3 year retention policy

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

Moving into Cloud Computing is like…..

Assess the Situation What you have Amount of data Types of data Data sensitivity Access points Bandwidth Records Policies Procurement options/limits Long-term plans Security, security, security 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

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

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

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

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

Let Go

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

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