the City of Siloam Springs

The City of Siloam Springs loves Netmail

Challenge

A combination of elements led to the decision by the City of Siloam Springs to change email platforms. After comparing the cost of licenses for Exchange versus Office 365, the city made the decision to move their email to the cloud.

Solution

The City of Siloam Springs chose Netmail to meets its business requirements because it includes all of the features that the city needed was also the most competitively-priced solution from an overall project cost perspective.

Results

The successful transition to Office 365 had zero impact on the user community, and thanks to the automation tools provided by Netmail, they were able to significantly reduce overall project costs.

Overview

Netmail provided the City of Siloam Springs with a migration solution that, in the words of IT Manager Sam Dee, was “rock solid,” and allowed him to shift the City’s email infrastructure from GroupWise to Office 365 with full confidence. The successful transition had zero impact on the user community, and thanks to the automation tools provided by Netmail Migrate, they were able to significantly reduce overall project costs.

Business Challenge

Located in Northwest Arkansas, Siloam Springs is a vibrant and growing community with a spirit of volunteerism, friendly atmosphere, and abundant natural beauty. Strong local government and great services make the City a clean, safe and enjoyable place to live and work. In March of 2012, the City decided to migrate from GroupWise to Microsoft Exchange. “It was a combination of elements that led to the decision to change email platforms,” remembers Sam Dee, IT Manager. After comparing the cost of licenses for Exchange versus Office 365, the IT team made the decision to move the City’s email system to the cloud.

Once the decision to move to Office 365 was finalized, the City of Siloam Springs began looking for a solution to facilitate the migration. After a review of the other migration tools on the market, the City’s IT Team identified Netmail Migrate as the best product to meet its business requirements. “Netmail was directly recommended by Microsoft - it included all of the features that we needed and was also the most competitive solution from an overall project cost perspective,” recalls Sam Dee. “It fit our needs and our budget perfectly.”

Critical Requirements

  • Minimize the impact of the migration on the City’s end users
  • Reduce overall project costs and risks
  • Migrate the entire contents of GroupWise to Office 365 while ensuring data integrity

Successful Migration to Office 365

Despite the fact that latest version of Netmail Migrate was still in final beta at the time of the migration, the City of Siloam Springs was eager to begin their project. To perform the two-day migration, the migration team reviewed the settings on the GroupWise platform and decided on a firm cut-off date for the data extraction. Netmail Migrate was then installed on both GroupWise and Office 365 in order to begin the automated user provisioning and data migration process.

Using Netmail's SAFE™ methodology, Netmail dynamically creates, migrates, and tracks settings for users and content across both systems. The application extracts all the data from GroupWise (email, appointments, tasks, notes, and address books) into a centralized XML repository. At this point, integrity checks can be performed to ensure the fidelity of extracted data. Once these checks are completed, the extracted email data is transparently injected into the online Office 365 system.

This process is repeated a second time to migrate the small amount of messages received in GroupWise after the initial cut-off date. The entire process took less than 2 days. With all their users now happily using Office 365, the City of Siloam Springs is looking forward to significantly reducing the time their IT Team spends on managing their email infrastructure.

The Bottom Line

Sam Dee IT Manager, City of Siloam Springs