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1 Kickstart your email migration An executive guide to preparing and running corporate email migration projects
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Kickstart your email migrationQUADROtech
Kickstart your email migrationAn executive guide to preparing and running corporate email migration projects
Kickstart your email migration
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QUADROtech
Contents
Who should read this guide? ..............................................2
The basics .............................................................................3
Preparing a migration project ............................................4
Why migrate? .................................................................................4
Top reasons to migrate your email ecosystem ....................5
What data might you need to migrate? ..................................6
Where can you migrate to? ........................................................7
What do you need to consider before starting migration? .......................................................................8
Building a business case ............................................................9
Evaluating potential email migration tools ............................9
Running a migration project ............................................10
Control and reporting .............................................................. 10
Discovery ..................................................................................... 10
Extraction ..................................................................................... 10
Ingestion ...................................................................................... 11
Testing, switchover and cleanup ........................................... 11
Self-test: are you ready to migrate? ................................12
Prerequisites ............................................................................... 12
Preparation ................................................................................. 12
Project planning ......................................................................... 13
Solution assessment ................................................................. 13
About QUADROtech ..........................................................14
References ..........................................................................14
Who should read this guide?
The decision to migrate an enterprise email ecosystem should not be taken lightly, but there are good reasons to consider migration – to improve business performance, to regain control, to meet compliance and regulatory standards, and to prevent damaging data loss.
This brief guide is a high-level introduction for:
• Those involved in managing risk (e.g. security officers, compliance managers and general counsel).
• Those making investment decisions (e.g. CFO, CIO).
• Those making investment recommendations (e.g. CTO, project managers).
• Those involved in service delivery and email system administration who want to influence positive change (e.g. service delivery managers, email system administrators).
• Those who need to plan and manage migration projects.
At the end of the guide you’ll find a brief self-test so you can assess how ready your organization is to take on a migration project.
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The basics
Nobody migrates a healthy enterprise email ecosystem just for the fun of it. If you’re considering migration, either something’s gone wrong or there’s a bigger project that necessitates changing the way you use email. In this guide we’ll look at some typical reasons you might want to migrate and how you can achieve that safely and rapidly.
If what you have meets your needs, if it’s going to keep working and remain supportable, and if it doesn’t contravene any retention, compliance or legal imperatives, you may choose to leave things as they are. Even then the checklist at the end of this guide may still prove useful.
The main points to digest for now are that, although a technical project, email migration is undertaken for business reasons, and items need to treated with great care. Migration procedures must be carefully controlled so as be legally defensible. You’ve got to be able to immediately lay your hands on accurate, uncorrupted data at any point. The information has to be remain secure, and normal business operations should be able to carry on working uninterrupted.
There are technical challenges in converting email types, de-duplication, ensuring archive integrity, supporting e-forensics, and in physically moving the data. In your industry there may well be geographic and other restrictions on where the new data can reside. Taking into account bandwidth restrictions, you’ll need to consider extended timeframes to physically transfer large archives.
Sounds daunting? Well, plenty of enterprises have migrated successfully and all common obstacles have been identified and overcome. In particular, as cloud solutions have matured, more and more reliable toolsets have been developed in recent years by specialist software houses to support a general increase in the number of migrations taking place. Except for the very smallest projects, some level of automation is essential. Automation helps manage resources, speeds up the process, reduces errors, deals with exceptions and ensures everything remains defensible.
In reality there are relatively few email systems in use or on the market today, and the main archive platforms predominate in many instances. That means that most migrations are performed between systems with well-known characteristics; only the permutations vary. With appropriate tools, sound project planning, and support from experts, there is no reason why your migration can’t be kickstarted – and concluded – successfully.
Common email files are a security riskIn the high-profile 2014 Sony Pictures hack, at least 179 ‘PST’ files – including those of an executive at Sony Pictures Canada and one of its IT audit supervisors, along with many archive and backup PST files – were stolen. At least 170,000 individual emails were subsequently published by Wikileaks, and Sony reputedly had to set aside $15m to deal with the incident’s fallout.
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Preparing a migration project
Why migrate?
Failures in email retention bring big finesIn just one example, Barclays was fined $3.75m (€3.35m) by a US regulator for allegedly failing to keep proper electronic records, emails and instant messages.
expensive third parties have to be brought in to rescue the data, to mend the system, and to help avoid fines and reputational damage.
Compliance laws vary between territories, but typically include controls on data protection, freedom of information, and data retention – all of which apply to email as much as any other correspondence. Although most retention periods governed by law are typically less than ten years, retention of highly sensitive information can be compulsory for much longer in certain circumstances. There are also specific rules covering individual industries – in particular those that are highly regulated, such as finance (e.g. the Sarbanes-Oxley Act, Financial Services Act, and Federal Rules of Civil Procedure) – that affect email governance. Other benefits of email retention include, for example, defending patents; in such cases emails might be kept for up to 25 years.
While in some sectors it’s compulsory to retain full control of email in house, many other organizations are taking advantage of cloud services such as Office 365. As well as centralizing administrative control and ensuring mobility across all devices (PST files are device-specific), cloud-based email is easier to scale, and it doesn’t impose artificial limits on users. For many organizations it’s the email migration element that acts as a blocker to realizing the full benefits of Office 365’s productivity improvements and cost model.
In many organizations, email is often the default ‘database of record’. It’s the only application that every single employee actively uses in order to do his or her job. Not only does it provide an audit trail of correspondence, but it’s also used by many people as a quick way of accessing other documents, rather than filing attachments away. Even today it’s not unusual for some companies to place restrictions on the sizes of personal mailboxes in the workplace and asking users to delete large items just to conserve resources. The sheer scale, size and spread of email encourages people to put off migration for as long as possible.
The ubiquity of Microsoft Outlook and Exchange over the past 20 years creates a particular problem. Emails can be created and stored in a file with a .pst extension on local users’ machines. That means there can become many thousands of unsecured and untracked ‘PST’ files containing sensitive data scattered around the organization – and their use is still growing.
Even where enterprises have already moved users onto new systems such as Gmail or Exchange Online, it’s rare for legacy PSTs to be discovered, migrated and expunged from the infrastructure. Such organizations remain at heightened security risk and, because local PSTs are not backed up centrally, the organization may find itself unable to fulfil legal obligations on retrievability (a case in point being the US Federal Rule of Civil Procedure 37E).
Over time, archiving of older emails in purpose-built electronic ‘vaults’ has often become essential to retain performance of the main system and to reduce the cost of storage. Some organizations have yet to migrate live emails to an archive. Others have a requirement to migrate records from one archive platform to another so the archive still works. And an increasing scenario is the simultaneous migration of live email to a new platform at the same time as migrating the archive.
Part of the problem with archives is that once created they are rarely actively managed. Once source estimates that 75 percent of email archive data is duplicated. Over time they get broken or become unsupportable because they have been superseded by newer versions, and the only time the IT department finds out is when there’s a sudden need to identify and retrieve a vital piece of information. With the legal team and regulators breathing down its neck,
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Compliance• Meet regulatory and legal standards for
retention and discoverability.
• Ensure data resides in appropriate location/geography.
• Reconcile files with correct users (even if they have left organization).
Security• Prevent local PST files being created, lost or
stolen.
• Improve protection against email-based viruses and attacks.
• Centralize control over live and archive mailboxes and shared resources (public folders).
Performance• Enable VDI and multi-device rollout, and
improve employee mobility.
• Improve utilization of existing network and system resources.
• Improve business continuity and disaster recovery capability.
Service enhancement• Enable adoption of cloud services such as Office
365 or Google Apps.
• Improve scalability of email services against business requirement.
• Consolidate systems following acquisition or merger.
Remediation• Standardize for future portability between email
service providers.
• Mend broken and neglected email archives containing critical records.
• Fix problems with lost, corrupted, oversize and duplicated files.
Cost control• Prevent expensive third-party remediation for
unsupported products.
• Improve management of licensing.
• Reduce internal support cost of email administration and intervention.
Top reasons to migrate your email ecosystem
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What data might you need to migrate?the-box automatically created a PST to store data on that machine, and the chances are your organization has them even if you don’t know it.
While default PST files, PST archives and PST backups are automatically created in specific locations, power users may well alter those defaults. They’ll create other PST files at will, and will swap them around between different machines, shared drives and USB sticks. As if PST files connected to Outlook aren’t a big enough problem, tracking down disconnected PSTs is even more of a challenge. PST files are also used for calendar synchronization and simply as repositories for individual departments using shared drives.
Archives
Most organizations of a reasonable size are likely to need an archive solution, whereby live email is tucked away for retrieval if needed at a later date. There are several well-known archive storage solutions available, the most prominent of which are probably EMC Centera and Symantec Enterprise Vault (EV).
Originally developed by DEC, EV itself has been around in various forms since 1997. Some organizations may have old installations that have never been upgraded and which are, technically, unsupported or unsupportable in their current form.
It’s also possible you’re already using a cloud-based archiving service such as Microsoft Exchange Hosted Archive, Mimecast or Enterprise Vault.cloud.
If you’re considering migration there are typically four elements that might need to be migrated. Think of them as an inter-related email ecosystem. When planning a migration project consider moving all of them at the same time to retain functionality and to maintain compliance, as each element typically contains links or shortcuts to the others that can get broken.
Live mail
Common practice for most organizations running traditional email services is to have a Microsoft Exchange server for live email. Of course, not all organizations share the same server, and different servers on different sites all need their own licenses and maintenance. Among online services, Exchange is a popular option supplied by many hosting companies.
Public folders
Exchange public folders have been commonly used to share and collaborate for over 20 years. They typically build up plenty of redundant data spanning extremely large hierarchies and volumes, and can be very difficult to manage. Migration is complicated by the need to arrange data logically for eDiscovery and compliance.
PST files
Since 1995 the ‘personal storage table’ (PST) has been the default format for storing messages and other items within Microsoft Exchange Client, Windows Messaging and Outlook. Many PCs or laptops set up with Outlook out-of-
Email archive migration: example use cases
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Where can you migrate to?Depending on your organization’s requirements, you may simply be looking at a new on-premise or hosted server running Exchange 2013 or 2016 alongside the latest version of something like EV. In some industries this may well be the only option, but that doesn’t mean that you can’t get efficiencies from consolidating and rationalizing email from legacy systems.
For many enterprises there are huge potential advantages in going with cloud solutions like Office 365, Google Apps (Gmail) and Enterprise Vault.cloud. Such solutions seriously
reduce the administrative headaches involved in maintenance, backup and retrieval. But if you’re considering these – or, indeed, any other cloud services – you need to ask pertinent questions about security, compliance, availability, and functionality. For example, Office 365 does not recognize shortcuts to EV.
It’s perfectly possible to migrate to hybrid options, such as Exchange 2013 with Office 365 Exchange, in which case the challenge is to prepare the right data for the right targets.
Example migration paths
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What do you need to consider before starting migration?
Considering VDI?Virtual desktop infrastructures based on cloud platforms like Microsoft Azure provide new strategic infrastructure options, but running Office 365 with tools like Azure RemoteApp won’t work with PST mailboxes or old EV shortcuts. An efficient method of conversion with minimal data payload is essential for migration.
migration projects can be logistically very difficult to perform, and many experienced Office 365 consultants consider the practical limits of cutover and staged migration methods to be just 150 mailboxes. And that’s only the live mail.
A third migration method involves what is known as ‘sync ‘n’ switch’, whereby the migration takes place and can be tested without affecting users, who are near-seamlessly switched over to the new system.
By now you’ll have seen that email migration on anything but the smallest scale isn’t something that can be practically or safely achieved with a manual approach. Even with all hands on deck and a battery of spreadsheets there’s simply not enough leeway to prevent a critical error. That’s where toolsets come in.
Many enterprises call on specialists to help with any other type of migration, and email/email archive migration is yet another case where external consultants can add value, speeding up planning, testing and execution, transferring knowledge, and enabling in-house staff to focus on day-to-day business.
In any case, getting a third party evaluation – even if you subsequently decide to do the migration yourself – is a relatively low-cost and low-risk way of assuring all bases are covered. A particularly good example if your preferred vendor is able to provide you with an initial rapid ‘snap shot’ of the extent/size of PST files throughout the infrastructure.
Email is a corporate record, so before beginning any migration you’ll need to ensure fundamental audit trails can be preserved together with clear chain-of-custody, and that specific roles and policies can be defined to control administrator access. You’ll need to retain data access throughout the project so that normal business isn’t interrupted.
We’ve already touched on the necessity of tracking down rogue PST files. This exercise should be carried out early in the planning stage, so that you can get an idea of the scale of the problem and how it can best be addressed. You should be able to reconcile mailbox accounts against individual, named users. If users have left the company you still need to be able to archive and retrieve their emails.
The next prerequisite is to understand the size and types of emails you are going to migrate, as this will play a major role in what is achievable. A good example is Exchange itself, which recognises certain formats that aren’t readily compatible with optimising bandwidth during transfer, and there are specialist tools available (not least from Microsoft) that facilitate the conversion and ingestion process. In email and archive migration projects the data payloads being transferred can be massive. Connectivity and bandwidth need to be taken into consideration, particularly when migrating to a cloud provider, as this will affect the duration of the migration and the consequent risk to which the organization is exposed. Put simply, the faster the migration can be completed, the better. One email administrator commented dejectedly on a discussion thread in 2015 that “most people use email as a file server replacement,” before admitting he typically managed individual mailboxes of 50GB+ each. That’s live mailboxes, per person, run on site, not in archives.
There are two common migration methods – cutover or staged. For large amounts of data, staged migrations are often the only option as legacy servers may have limited capacity and cloud services often impose migration limits to balance resources. These issues multiply when email and archives are being simultaneously migrated. Even if the current Exchange Server supports them, large cutover
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Building a business caseThere is often a clear rationale for migrating to specific target platform(s). For example, the organization might have identified security, compliance or operational problems. Legacy systems can be costly to support, and there are potentially operational cost savings that can be realized from cloud technologies.
Fortunately, licensing costs for email and archive services – and migration tools – are relatively easy to calculate, and there is an inherent futureproofing in migrating to systems with a well-defined roadmap. As with any IT migration project, you need to take into account administrative overhead as well as technology requirements such as hardware, network and storage upgrades and so on. The risks of service interruption need to be understood and mitigated, and all stakeholders should understand the timescales and any potential impact on normal operations.
It is often the case that email and email archive migrations are triggered by other projects, such as strategic adoption of cloud or an enterprise desktop refresh. In this case the email migration is a by-product of the bigger picture, but should still be treated as a discrete program in its own right.
The good news is that email migration is not a new challenge. There are well-tried policies and conventions that can accelerate successful completion, and real-world experience is being fed back into toolsets by vendors all the time to automate common tasks and to minimize administrative intervention.
Operational and project cost savingsOne organization was able to save $2.7m in operational costs by migrating its 190TB of archived legacy data – which was stored in 28 EV servers and a dedicated archive storage platform – straight into Exchange 2013.
A major energy producer migrated 145,000 PST files from 32,000 users in 250 locations across seven countries as part of a Windows upgrade. It estimated that selecting the right migration tool saved €500k during the course of the project.
Evaluating potential email migration tools• What source and target environments are
supported? Are there any special features optimized for key platforms?
• Are duplicates readily identified and stripped out to reduce data size?
• How effectively are user accounts reconciled against actual mailboxes?
• How are leavers/terminated accounts (including during migration) and other exceptions handled?
• How meaningful are alerts requiring manual administrator intervention?
• Can PSTs be identified, retrieved and deleted from all sources – including USB drives?
• How efficiently are data payloads prepared for transmission?
• What is the typical ‘Time To First Item’ migrated?
• Does the vendor’s ingestion protocol offer any speed advantages over comparable formats?
• What infrastructure is needed for data processing and conversion?
• Is the solution available on premise, as a cloud service and/or as a managed turnkey service?
• Is the solution independently certified for e-forensics and data integrity?
• Are live mail, public folder, PST and archive tools part of a common framework with combined licensing and pricing?
• Does the vendor manage support in-house? How good is its first response time?
• How long has the vendor been involved with email migration? What track record and references does it have? What relationships and accreditations does it have with the main email and archiving vendors?
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Running a migration project
We’re now going to take a high-level look at a typical workflow for an email ecosystem migration. This is by no means exhaustive, but will give you some idea of the steps involved.
Control and reportingThe overall program needs to be governed by a comprehensive information management policy and schedule from the outset. This may already exist, but in many cases it will need review and enhancement. It helps set migration policies around what data must be migrated for legal and regulatory reasons, and what can be disposed of as having no business value.
Many organizations decide they’ll attempt a partial migration, but in the end they find it necessary to move everything. The legal and compliance teams may instigate this, requesting all items are migrated as they present risks in their current state.
It’s vital to ensure there are no current or pending lawsuits that could affect an archive that is to be migrated. Relevant data must be found and secured as soon as possible and it must remain in its native state as of the date it was placed on legal hold.
Although technical planning, visibility of progress and an audit trail can be maintained from the outset using manual methods, a console-based solution directly linked to live tools is preferable to ensure continuity, quality control, and efficient resource management. This will aid reporting back
to stakeholders and lines of business, and will allow the operation of a unified helpdesk for users affected by the migration.
Technical issues to be taken into account include performance and capacity of servers and networks, backup windows, permissions to access data and so on.
DiscoveryThe scale, type and locations of data to be migrated will probably have been identified in the early planning stage. Migration agent tools can interrogate the email ecosystem (local disks, shared drives, USB sticks, central storage, multiple EV archives and do on) to determine location and size of mailboxes, public folders, PST files and archives. They can also identify inter-relationships and dependencies between each.
ExtractionThe toolset being used should allow users to set options for what operations should be performed on what email. For example, this may cover include/exclude options, and procedures for dealing with orphaned, corrupt and other item exceptions. Password removal can also be automated, and the system would be expected to manage bandwidth control and therefore the timescale of the process.
Filtering, deduplication and reconciliation of data – particularly for PST files – does not feature in all toolsets. The system should understand how different mail systems
Typical migration project workflow
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Cleanup can be performed either before or after ingestion; the latter is preferable from a resource management perspective. Cleanup needs to be a defensible process in which the organization can demonstrate:
· A consistently followed, good faith effort to find and protect any content that is subject to regulatory and legal retention rules.
· Reasonable and reliable policies, procedures, processes and technology to differentiate and categorize data for disposition.
· The lack of a duty to preserve deleted data at the time of disposal.
and archives store data, and use appropriate APIs and conversion techniques.
The most sophisticated tools use different policies for user types based on local environment, regional restrictions, platform, local language, regulatory requirements and infrastructure constraints. With this information, the transfer speed for each individual user and location can be managed. As previously noted, reducing the size of data to be migrated is especially beneficial when migrating to cloud.
IngestionThere are a number of standard off-the-shelf ingestion protocols provided by email and archive vendors, but these can inflate the data that needs to be ingested by up to 300 per cent. Again, the effect of bandwidth and speed is highly detrimental.
Proprietary specialist ingestion protocols lighten server and network loads and can provide substantial increases in speed. Although most of the process is automated, there are still times when manual intervention is required. If an item doesn’t meet minimum thresholds it should be blocked from ingestion until a specialist has reviewed it.
Testing, switchover and cleanupBy using a ‘sync ‘n’ switch’ approach it is possible to verify the integrity of migrated data before triggering the switchover from the old system. This means users can carry on working as normal.
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Self-test: are you ready to migrate?
Here are 20 high-level questions to help you determine your readiness to migrate your email ecosystem.
Prerequisites
1 Are you aware of retention requirements for your industry sector(s)?
2 Do you have clear user policies defining email usage, retention and security?
3 Do you have a full understanding of your current live mail, public folder and archive environments?
4 Have you carried out an assessment of the extent of PST use in your organization?
5 Do you have compelling business reasons to migrate and improvements you want to achieve (e.g. scalability, improved performance, better security, fix broken archives, cost savings, merger/acquisition/consolidation, mobility et al)?
Preparation
6 Have you carried out a risk assessment covering the migration period and the effect on users?
7 Have you determined interdependencies with other work streams or projects?
8 Have you assessed whether your existing hardware and network infrastructures are able to handle migration loads acceptably?
9 Have you assessed whether you have the people/expertise/resources to manage the migration in-house?
10 Have you ensured existing data formats are compatible with the migration process?
Simply tick those where requirements are fully satisfied and note those which are not applicable. If you’re able to tick everything, it looks like you’re just about ready to go.
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Project planning
11 Do you have a strategy for reverting back should the project hit difficulties?
12 Do you have a procedure for fixing problems with lost, corrupted and duplicated items during migration?
13 Do you have a procedure for reconciling the correct users with the appropriate items (including leavers)?
14 Do you have a helpdesk planned to assist users in case of difficulties during migration?
15 Can specific emails still be retrieved if required (e.g. by legal) during migration?
Solution assessment
16 Have you determined your target environments, and if for live mail, public folder data and archives are they compatible with each other?
17 Does your selected target environment (including cloud) meet all your legal and regulatory requirements?
18 Have you determined how to minimise licensing and storage costs in the target environment?
19 Does your selected migration toolset/service meet chain-of-custody, reporting and auditing requirements?
20 Have you ensured your selected migration toolset/service minimises licensing costs and resource requirements?
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About QUADROtechThe data migration companyQUADROtech’s technology is used to power the migration projects of companies looking to migrate email archives, live mailboxes and PST files/offline emails to new platforms such as the latest versions of Enterprise Vault and Office365.
With our cloud migration services, constant innovation, global network of partners, and staff of industry experts, we help our customers avoid the costly, time-consuming and risky aspects of migration projects.
QUADROtech Solutions is a Microsoft Managed Partner with direct access to Microsoft developers through our Gold Application Development/Messaging, and Silver Data Platform competencies. We are also a Symantec STEP program member and have established partnerships with many of the world’s leading IT infrastructure providers including Microsoft, HP, Symantec and IBM.
Key productsQUADROtech’s ‘QUADstack’ migration tools address archives, public folders, live mail and PSTs.
ArchiveShuttle shrinks data volume and pumps it into target platforms significantly faster than any comparable product. ADAM examines the characteristics of data in public folders and migrates it to the most suitable target. MailboxShuttle provides fast, safe and disruption-free migration of live users. And PST FlightDeck provides the industry’s highest success rate for organisations struggling with discovery and migration of PST files on local clients. As a first step, QUADROtech’s PST Snapshot service is a rapid engagement that reveals the true extent of PSTs in the infrastructure.
Find out more at quadrotech-it.com
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ReferencesUS Federal Rules of Civil Procedure
http://www.uscourts.gov/file/rules-civil-procedure
http://www.quadrotech-it.com/are-psts-ready-for-the-37e-changes-are-you-ready/
Example legislation regulating emails in UK/Europe
Data retention: http://www.legislation.gov.uk/ukdsi/2009/9780111473894/contents
Civil Procedure Rules for court action: http://www.justice.gov.uk/courts/procedure-rules/civil/rules/part31/pd_part31b#20.1
Data Protection Act compliance: http://www.dft.gov.uk/vca/data-protection-act-guidance-on-compliance.asp
Sony hack
http://www.wired.co.uk/news/archive/2014-11/27/sony-pictures-hack
http://www.hollywoodreporter.com/news/sony-hack-wikileaks-publishes-more-789263
75 per cent of archives are duplicated
Osterman Research: http://www.quadrotech-it.com/download/1819/
Barclays fine
http://www.bbc.co.uk/news/business-25525621
“Most people use email as a file server replacement”
http://community.spiceworks.com/topic/933316-what-are-your-exchange-email-mailbox-size-limits-set-at
Large cutover migration projects can be logistically very difficult
Office 365 for Exchange Professionals. See: http://exchangeserverpro.com/methods-for-migrating-to-office-365/
Operational and project cost savings
http://www.quadrotech-it.com/qt-files/quadrotech1.pdf
http://www.quadrotech-it.com/download/1567/
Data must remain in its native state
Osterman Research: http://www.quadrotech-it.com/download/1819/
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QUADROtech and the QUADROtech logo are trademarks or registered trademarks of QUADROtech Solutions AG. All other company, product and service names are the property of their respective owners. This publication is issued for generalguidance only. © Copyright QUADROtech AG. All Rights Reserved.
SWITZERLANDQUADROtech Solutions AG Alpenstrasse 15 6304 Zug Switzerland
Phone: +41-41-544 3800 Email: [email protected]
UNITED KINGDOMQUADROtech Solutions Ltd. 36 Old Jewry London EC2R 8DD United Kingdom
Phone: +44-1288-271 212 Email: [email protected]
USAQUADROtech Solutions Inc. World Trade Center Delaware 802 West Street, Suite 105 Wilmington, DE 19801 United States
Phone: +1-302-660 0166 Email: [email protected]
www.quadrotech-it.com
