Office 365 Email Archive - Project Charter
Project Description
Project Scope
 Off-load the personal archive portion of TRP’s
email system (MS Exchange) to Office 365 while
maintaining user access to archive messages
from within desktop Outlook, Citrix and OWA.
 The project will target only associate emails and not
workflow mailboxes.
 In 2014 TRP Business Units requested “unlimited”
retention of archived emails (previously 10 years)
resulting in an rapid growth of email storage and
of the NetBackup storage costs.
 As part of the ongoing project to migrate onpremises email from Exchange 2010 hardware to
Exchange 2013 hardware, this project will migrate
primary mailboxes to Exchange 2013 and Archive
mailboxes to Office 365 .
 This project will eliminate the need to constantly
add on-site hardware to meet the storage growth.
Sponsorship, Management, Execution
Executive
Sponsor(s)
Steve Sullivan
Bill Raab
Jeff Rittershofer
Project Leads
Adam Barnett
Femi Dada
Project Team
Adam Barnett – WIS
Bill Marlow – WIS
Rob Bowman - WIS
Mark Gogel - WIS
Rob Walker – Security
Shelley Bliss – GBS (Legal)
Business Case & Estimated Costs
Anticipated Value & Impact
Stakeholders & Interested Parties
 Given the Business need for “unlimited” retention
of archived emails, a solution is required that can
keep pace with increased storage capacity while
eliminating the need to build / manage / replace
hardware infrastructure every 4 years.
 Office 365 hosted archive provides unlimited email
archive storage for each licensed user. This
provides a predictable and manageable cost model
that would be significantly lower than the capital
costs of on-premises infrastructure.
 Stuart Boyle (Security)
 William Brady (Security)
 Peter Daniels (WIS)
 Greg Franzoni (DPSG)
 Brad Brooks (WIS)
 Femi Dada (WIS)
 Jennifer Perricone (ESS)
 Brian Porter (Security)
Estimated Costs
 Hardware Costs = $0
 Pro Fees
= $0
 License Costs = $216,000
(License costs based on $3/month X
6000 users X 12 months)
Stakeholders
Interested Parties
 Terri Smith (Security)
 Office 365 provides global protection (HA/BC/DR)
against regional disasters while maintaining
consistent performance for travelling users.
 With a larger archive mailbox, primary mailboxes
can remain small and fast.
Goals & Success Measures
Technology Plan
Project Plan
 Reduced the need to scale on-premises Exchange
hardware to accommodate the unlimited growth in
archive storage.
 Azure AD synchronization of all primary user
accounts required.
Start Date
November 2015
 Robust connectivity to Office 365 (ExpressRoute) is
required.
Key
Milestones
Phase 1 – Validate and test Hybrid functionality
Phase 2 – Develop/Implement policies/procedures
Phase 3a – Deploy empty cloud archive mailboxes
Phase 3b – Migrate Pilot user archive
Phase 4 – Production roll-out
End Date
April 2016 (US mailboxes)
September 2016 (International mailboxes)
1
 On-premises and Cloud hosted emails are
displayed in Desktop Outlook & OWA
automatically without additional user action.