CAPAX EAS Email Archive Migration
Located in the Land of 10,000 Lakes, Rochester Public Schools spans a radius of 218 square miles across South-Eastern Minnesota, consisting of 17 Elementary Schools, four Middle Schools, three High Schools and one Alternative Learning Center. They were experiencing issues with a difficult Enterprise Archive Solution (EAS), prompting them to migrate their email archives to Microsoft Office 365 with Transvault’s help.
When asked if I knew anybody that could help with CAPEX EAS, I spoke to their engineers and explained the best solution is to go with Transvault
After successfully migrating their mailboxes to Microsoft Office 365, the network team at Rochester decided it was time to turn their attention to the subject of their email archives and do something about their problematic Enterprise Archive Solution (EAS).
In the education sector, compliance and data privacy are crucial. This is due to the fact the data held can be highly sensitive, such as the IDs of more than 18,000 students. The last thing the network team wants to be dealing with is a “shaky” and time-consuming server, especially one that’s been causing issues for the Exchange admins for eight years.
Roger Allen, Network Analyst at Rochester Public Schools stated, “It was a full-time job just trying to keep the email archive alive. We couldn’t afford to spend that amount of time trying to keep the server up and use it for eDiscovery” continued Roger.
Roger decided to reach out for advice to Robert Queener, Presales Engineer at Enabling Technologies, who successfully managed and delivered the aforementioned mailbox migration to Microsoft Office 365. Robert said: “When Roger contacted me to ask if I knew anybody that could help with their problem, I spoke to their engineers and explained the best solution is to go with Transvault”.
Transvault has unrivalled experience with EAS. Since building the first email archive migration solution in 2006, Transvault has fulfilled over 300 successful EAS projects and migrated over two petabytes of EAS data.
Knowing our experience and focus on successful outcomes, Robert reached out to Transvault to initiate the migration discussion. Once connected with our Transvault team, Robert was convinced that utilising Transvault’s Managed Migration Services (MMS) was an A+ solution for his customer’s project.
Transvault’s Managed Migration Services brought the vast experience and knowledge of Transvault’s Director of Global Services, Joseph Whitmore to the project team.
After an initial discovery call between Joseph and the teams at Enabling and Rochester, a plan was quickly hatched. It was tailored to ensure the migration would comply with the school’s current data policy and the handling of the sensitive data itself. With the project plan in place, the migration commenced. During any data migration, support and communication are key to ensure a streamlined and error-free process.
As project manager, Robert highlighted Joseph’s thorough communication throughout the migration project: “Joseph sent out very regular reports and presented key data charts on calls, this makes it easy for me to understand from a project management standpoint about how the project was progressing”.
The migration plan was:
The general goal for most customers regarding their migration project is to get the data from ‘Point A’ to ‘Point B’ as quickly as possible. Now, most solution providers can work in this linear fashion and plan the migration accordingly. However, what separates the good from the great in terms of providers is when the scope of the project changes, in this case – mid-migration.
As mentioned previously, the initial plan was only to migrate active and inactive user data from three years back to comply with Rochester’s data policy. However, Roger decided he wanted to extract all the data out of CAPAX EAS to keep for historical purposes, but was worried about the impact this would have on the current migration.
After a conversation with Joseph where the new requirement was proposed and all queries answered, Joseph was then able to reconfigure the Transvault Migrator server to extract the rest of the data from the EAS archive.
We’re absolutely happy with the final result and this was not our standard experience with vendors. At no point did I feel like we were going to have a ‘here we go again’ moment’. All in all, it was totally awesome!
From start to finish, Enabling Technologies and Transvault completed the migration project in just over two months.
“We’re absolutely happy with the final result, and this was not our standard experience with vendors. At no point throughout the migration did I feel like we’re going to have a ‘here we go again’ moment’. All in all, it was totally awesome,” concluded Roger.
The impact of the move was significant. Roger stated that the migration to Microsoft Office 365 had reduced the time required to maintain the server by up to 10% over the course of the year. This was mainly due to the individual no longer needing to troubleshoot archive problems as the servers behaved as they should.
Roger also estimates a time saving of 5% on eDiscovery capabilities, with the main beneficiaries being the senior members of the organization supplying information to the legal team.
Find out more about our migrations for the education sector.
The team reflects on the project as a whole…,
“Really appreciate Joseph’s professionalism and communication, same for Robert and his team at Enabling”
Roger Allen, Network Analyst at Rochester Public Schools
“I knew our customer was in good hands with Joseph, he understood the project entirely and knew exactly how the data and how much data was to be migrated. Great project overall”
Robert Queener, Presales Engineer at Enabling Technologies
“Although the scope did change mid-project, this wasn’t a problem for us. Everything was very fluid, no problems and went as smoothly as you can imagine”
Joseph Whitmore, Director of Services at Transvault
Enabling Technologies is the leading systems integrator of Microsoft 365 and Azure solutions. Enabling has 29 years of messaging and real-time communications experience and over 1900 deployments of Microsoft Teams, Azure and Microsoft Office 365, including the Microsoft Security tools. Enabling’s tried-and-true processes have helped customers minimize risk, maximize existing investments, and optimize the end-user Intelligent Communications experience.
Enabling Technologies has provided professional services and solutions to a diverse range of organizations, including education, government, legal, financial, pharmaceutical, manufacturing and medical. In recognition of its success and innovation, Enabling has received the Microsoft Partner of the Year award five times
Learn more about Enabling Technologies
Transvault simplify the process of Cloud Office migrations, making them straightforward for customers. Our services team are highly experienced and consistently deliver exceptional outcomes in even the most complex migrations.
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