Data#3 has assisted the Victorian Office of Public Prosecutions (OPP) to transition its legacy email system from Lotus Notes to Microsoft Office 365.
The Victorian Office of Public Prosecutions (OPP) has with a team of 420 lawyers and social workers spread across 50 courtrooms.
With much of its workforce operating remotely and on mobiles, the OPP struggled to manage an efficient email and documentation system using its existing, ageing Lotus Notes platform.
“The challenge we had with Lotus Notes was that it was difficult to integrate with more modern software packages, so we were constantly having to implement convoluted workarounds,” said Bruce Stafford, manager of information technology services at OPP.
“Disaster recovery was a challenge – working with Lotus Notes in that environment was almost impossible.”
In addition, new staff, who had previously used more modern systems, found it difficult to adapt to the Lotus Notes environment, placing an additional training burden on the busy IT team.
Following a request for proposal, Data#3 was chosen to assist the OPP’s IT team migrate its system to the Microsoft Exchange Server -- Microsoft's mail and calendaring server.
Over a period spanning several months, Data#3 worked with the OPP to fine-tune Office 365 and its migration, while teaching the IT team confidently manage and support the new platform.
The IT team then began training the workforce on how to use the new email and documentation system, to help them handle the change.
The next step was the migration the whole-of-government email platform system with Data#3 overseeing the process.
According to Data#3, the process went without ‘a hitch’, but proved complex due to the size of some users’ inboxes, with some carrying 70GB worth of emails.
“Good planning meant we successfully migrated everyone without loss of any mail or data,” said Stafford.
The migration has now reduced by the OPP’s ability to recover the email system in the event of a crisis.
“Since transitioning successfully from Lotus Notes to Office 365, the IT team no longer spends its time creating workarounds on a dated system,” added Stafford. “The time saved has been invested in more innovation-based projects.”
In addition, the state department has since added Microsoft Bookings to its Office 365 subscription and will now start trialling going completely paperless as more staff use electronic documents.
“Helping customers to improve the way they work and gain more productivity is our core strength. Office 365 is a cloud-based subscription service that brings together the best tools for the way people work today,” said Laurence Baynham, CEO and MD at Data#3.