Transcript Slide 1

RSM McGladrey:
Can Lotus Domino and
Exchange CoExist?
Presented by Mary Lou LaBore
About RSM McGladrey, Inc.
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A wholly owned subsidiary of H&R Block
Headquartered in Bloomington, MN
One of the world’s largest provider of
financial and business services to midsized
companies
Over 600 offices in 70 countries
More than 7,000 employees
History of Lotus Notes/Domino
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Email
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Local replicas
No web mail access
Collaboration
Auditor Assistant - a tool for conducting and reviewing audits.
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EA Systems (Engagement Automation) - tool to automate and streamline the
collection and processing of audit engagement workpapers.
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EMS (Engagement Management System) - used by consultants to manage
engagements
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STP (Success Through People) - performance management system that
contains components to help employees manage goals and provides for
annual performance evaluations.
Other
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Audit, consulting, tax manuals
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Much more…. Over 50,000 databases
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1/2005:
Evaluation of Current Solutions
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IT department began conducting field studies,
observing the company’s professional
services staff and how the staff used the
existing technologies in day-to-day work
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85% of employees are mobile most of the time
At customer’s site, 50/50 change of connecting to
our office due to
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Client firewall restrictions
VPN client issues
1/2005:
Evaluation of Current Solutions
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An aging Lotus Notes mail solution did not meet the needs of a
growing mobile force
More seamless solution for email addressing and calendaring
with our parent company H&R Block and subsidiaries.
Move applications towards flexible and friendly web-based
interfaces
Anyplace, Anytime access to email
New generation recruits more familiar with Microsoft products
Potentially more hooks into Microsoft with 3rd party software.
 Interwoven (Document Management System)
6/2005:
Evaluation of Current Solutions
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Concurrent with the field studies, RSM McGladrey
spent several months examining alternate products
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Considered and rejected the newest release of Notes /
Domino
 Determined Notes / Domino would become increasing
complex
 Market for Notes / Domino developers scarce and
expensive
Notes helped make us the successful company we are today,
… however, its development features were not scalable or
flexible enough for what we wanted to do.
6/2005:
Solution
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RSM McGladrey completed research and
defined the next generation IT architecture
based on Microsoft products.
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Move to .net
Move to SharePoint
Move email to Exchange 2003
Infrastructure Components
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Microsoft Windows Server 2003
Active Directory service
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Microsoft Identity Integration Server (MIIS)
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Needed for Exchange
Stores and integrates identity information for
organizations with multiple directories
Microsoft Internet Security and Acceleration
(ISA), application-layer firewall, virtual private
network (VPN) and Web cache solution
Communication Components
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Server
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Microsoft Exchange Server 2003
Client
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Outlook 2003 in cached mode
Outlook Web Access
Outlook Mobile Access
Assessment
Microsoft Consultants and
Partner Firm
Completed an assessment
7/2005: Transition Assessment
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Scope
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Mail, calendar and scheduling as in Lotus Notes
Work off-line with Local replicas
Add web mail
Add support for mobile devices
Use public folders only for resources and Sharepoint for
any other need
Guiding Principles
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Minimize impact on desktop
Maintain availability of mail and applications
Reuse existing investments where possible
 Tumbleweed, Active Directory, DNS
7/2005: Transition Assessment
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Mail enabled applications
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Remote Time and Expense (RTE)
STP (Success Through People)
EMS (Engagement Management System)
EA Systems (Engagement Automation)
Special attention required:
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Mail enabled applications (above)
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Support doc links and database links in Outlook.
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Solution: Genii Software- CoexLinks
Solution: GreyDuck’s ‘Mail Doc Links / Mail Database Links’ agents
Mail routing to international users sharing the rsmi.com domain.
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Exchange: ‘Smarthost’ forwards any mail addressed to rsmi.com users not in Active
Directory to Lotus Domino SMTP server. The SMTP server has email address validation
and will refuse the message if the user is not in the Lotus Domino Directory.
Lotus Domino: ‘Smarthost’ forwards any mail addressed to rsmi.com users not in the
Lotus Domino Directory to ‘MessageLabs’ > Exchange. MessageLabs will refuse the
message if the user is not in the LDAP Directory.
7/2005: Transition Assessment
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Add-on Tools – 3rd party tools used by Domino
 BlackBerry Server
 iLumin’s Assentor
 Symantec Antivirus
 Tivoli Storage Manager
Fax and Voicemail:
 ‘unified message with voicemail (VoIP).
 Fax to / from Outlook solution
Other Address Books Synchronization using MIIS
 Active Directory Address Book GAL synchronization with H&R
Block. (using MIIS)
 Lotus Domino RSMi PAB integration with GAL.
 Other subsidiaries.
We Have Lift-off!
Mid-August, 2005
RSM McGladrey Approves
Microsoft Components and
The Deployment Schedule
Your Mission Should YOU
Choose to Accept it:
Migrate 7,000 Users To Exchange
YOU HAVE LESS THAN 3 MONTHS
TO ACCOMPLISH YOUR MISSION!
Mid August 2005: HELP!
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Team RSM McGladrey
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Team Microsoft
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Members: Mary Lou, Dave, Eric, Roger, Bill, Dar, Bobbi, Todd, Marilyn,
Task: Plan, Design, Build, Implement, Deploy, Train, Support
Members: Ash, Greg, John
Task: Lead, Plan, Architect, Design, Build, Redesign, Build
Binary Tree
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Members: Chad and ‘CMT (Common Migration Tool)’
Task: Plan, Design, Test, Migrate… Messages, Calendars, Tasks, Distribution Lists, …
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Binary Tree software was used by firm for years to migrate other mail types to Notes
Bring in additional Calvary
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GreyDuck
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Members: John, Keith
Task: Review, Design… ‘Mail Doc/Database Link’
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Granite Software
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Members: CoexLinks
Task: email Notes links to non Lotus Notes mail users
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Continue to use GreyDuck for other Notes development projects
Could have used this software years ago
MIIS (Microsoft Identity Integration Server)
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Task: automate
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AD user create/manage/delete using PeopleSoft as source
Notes user create/manage/delete, email Notes id to user
Provision Exchange mailbox based on user’s office location
The ‘TBS’ Mission:
1st 6 week phase: beginning NOW and ending
10/2/2007, migrate approx 2,500 users of newly
acquired firm from Lotus Notes to Exchange.
8:00 am cst, Monday, October 3, 2007:
We’re LIVE
TBS Assumptions
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October 1, 2005 migration date
Approx 2,500 users
No local replicas of Lotus Notes mailboxes
Centralized mail server located in Phoenix, AZ
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Need server and Notes admin added to ACL with Manager access
Move TBS mailboxes to server in RSMM
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Lock down access to Reader only
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Grant access to mailboxes with new MP/RSMi Notes id
Mailbox sizes to 5GB
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Users not allowed to delete messages
Migrate the last 30 days of mail
Personal Address Books are not stored on the Domino server
Users currently have web access to mail
Over 100 other databases
Over 650 mail lists
Generic mailboxes
BlackBerry users
Sametime users
Treo (PDA) users
Active Directory – join to RSMM forest
Lotus Notes R5.12 client
Create new MP/RSMi Notes ids and send to users
Users need location / connection documents for MP/RSMi
Users have Windows XP and Outlook 2003
Challenges
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Cannot do ‘dry run’ on TBS mailboxes
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Cannot contact users until days before migration
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Time zone issue – Chad will discuss
Sending user new Notes id, address book information
(BinaryTree – Chad will discuss)
Users must be in our HR System before we can
create Notes ids.
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An automated solution created, depending on Notes mail…
 And issues with the ‘list’ of employees…
 The cards come tumbling down…
Mission:
2nd 6 week phase beginning 10/3/2005:
Prepare to migrate Lotus Notes mail to
Exchange and deploy Outlook 2003 to 5,000
users.
Migration date: 5:00 pm cst, 11/11/2005.
Completion: 6:00 am cst, 11/14/2005.
Estimated hours
Architecture
Before: 11/11/2007
Domino Messaging Environment
RSM McGladrey Domino and E-Mail Environment
4,500 users
Rev: 1.4
Internet
External
Firewall
DMZ
North American Hub
Routing / Replication
for RSM International
Tumbleweed
Email Firewall
2 clustered
Spam, Virus Protection
Internal
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Role: SMTP in
HW: 2 CPU, 2 GB
SW: Ex Std 2003 SP1
Name: xxxSMTP01
IP: xxx
Role: User Mailbox - Cluster
HW: 4 CPU, 2 GB
SW: Lotus Domino R5.10
Name: xxMS01
IP: xxx
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Role: SMTP out
HW: 2 CPU, 2 GB
SW: Ex Std 2003 SP1
Name: xxxSMTP02
IP: xxx
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Role: User Mailbox - Cluster
HW: 4 CPU, 2 GB
SW: Lotus Domino R5.10
Name: xxxBE02
IP: xxx
Role: BlackBerry
HW: 2 CPU, 2GB
SW:
Name: xxxBES01
IP:xxx
EMC
Centera
Assentor
Email archive –
compliance server
Before: 11/11/2007
Domino Messaging Environment
After 10/1/2007:
Exchange Messaging Environment
Laptop
Kiosk
Front-end
Desktop
Internet
Firewall
Firewall
MessageLabs
SMTP
Mailbox server
ISA
BlackBerry
Laptop
Smart Phone
TumbleWeed
Laptop
After 10/1/2007:
Exchange Messaging Environment
RSM McGladrey Exchange and E-Mail Environment
Rev: 1.4
Internet
External
MessageLabs
AntiSpam, AntiVirus, Dark Traffic, LDAP
Firewall
ISA
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ISA
DMZ
Role: Server publishing for:
ActiveSync, OWA, OMA, RPC/HTTPS
HW: 2 CPU, 2 GB
SW: ISA ENT
Name: xxxx
IP: xxxx
Port: 443, 80 (Port 80 redirects to 443)
NLB IP: xxxx
Internal
Mom
Server mgmt and monitoring
· Role: Front-end (OWA, RPC/
HTTP, OMA)
· HW: 2 CPU, 2 GB
· SW: Ex Std
· Name: xxxFE01
· IP: xxx
· Role: Front-end (OWA, RPC/ ·
HTTP, OMA)
· HW: 2 CPU, 2 GB
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· SW: Ex Std 2003 SP1
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· Name: xxxFE02
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· IP: xxx
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Role: Front-end (OWA, RPC/
HTTP, OMA)
HW: 2 CPU, 2 GB
SW: Ex Std 2003 SP1
Name: xxxFE03
IP: xxx
· Role: Public Folder &
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Resource Mailbox
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· HW: 2 CPU, 2 GB
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· SW: Ex Enterprise 2003 SP1·
· Name: xxxPF01
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· IP: xxx
Role: SMTP in
HW: 2 CPU, 2 GB
SW: Ex Std 2003 SP1
Name: xxxSMTP01
IP: xxx
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Role: SMTP out
HW: 2 CPU, 2 GB
SW: Ex Std 2003 SP1
Name: xxxSMTP02
IP: xxx
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Role: MIIS
HW: 2 CPU, 2 GB
SW: MIIS, SQL
Name: xxxINT01
IP: xxxx
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Role: BlackBerry
HW: 2 CPU, 2GB
SW:
Name: xxxBES01
IP:xxx
Tumbleweed
Email Firewall
2 clustered servers
(Spam/Virus)
NLB IP: xxx
150 MB Mailbox Quota
EMC – SAN
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Role: User Mailbox - ACTIVE
HW: 4 CPU, 4 GB
SW: Ex Enterprise
Name: xxxBE01
IP: xxx
· VS01: xxxVS01 IP: xxx
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Role: User Mailbox - ACTIVE
HW: 4 CPU, 4 GB
SW: Ex Enterprise
Name: xxxBE02
IP: xxx
125GB/S.G
x4 S.G./V.S.
x3 V.S.
=1500GB total storage
Lotus Notes SMTP
“RSMMS01"
Smart Host for rsmi.com
Port: 25
VS02: xxxVS02 IP: xxx
VS03: xxxVS03 IP: xxx
VS04: xxxVS04 IP: xxx
VS08: xxxVS08 IP: xxx
Role: User Mailbox - ACTIVE
HW: 4 CPU, 4 GB
SW: Ex Enterprise
Name: xxxBE03
IP: xxx
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Role: User Mailbox - ACTIVE
HW: 4 CPU, 4 GB
SW: Ex Enterprise
Name: xxxBE04
IP: xxx
Lotus Notes
Mail servers for
RSM International
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Role: User Mailbox - PASSIVE
HW: 4 CPU, 4 GB
SW: Ex Enterprise
Name: xxxBE08
IP: xxx
EMC
Centera
Assentor
Email archive –
compliance server
Exchange Back End Cluster
(User Mailbox Store determined by office location)
Assumptions from Exchange Storage Calculator
· 3000 Mailboxe per Active Exchange Server
· 150MB storage limit per mailbox
· 4 Storage Groups per server
· 4 Database per Storage Group
· All drives 146GB (133 formatted) 15K RPM 180 IOPs per drive
· Storage calculator calls for 9 drives per server for a total of 27
Mail Databases
Exchange Cluster
Virtual Server
EXCHVS01
EXCHVS01
EXCHVS01
EXCHVS01
EXCHVS02
EXCHVS02
EXCHVS02
EXCHVS02
EXCHVS03
EXCHVS03
EXCHVS03
EXCHVS03
Storage Group Name LUN's Size GB
EXCHVS1-SG1
5
125
EXCHVS1-SG2
5
125
EXCHVS1-SG3
5
125
EXCHVS1-SG4
5
125
EXCHVS2-SG1
5
125
EXCHVS2-SG2
5
125
EXCHVS2-SG3
5
125
EXCHVS2-SG4
5
125
EXCHVS3-SG1
5
125
EXCHVS3-SG2
5
125
EXCHVS3-SG3
5
125
EXCHVS3-SG4
5
125
Totals
60
LUN Size = 25GB
Mount Point
X:\MDBDATA\SG1
X:\MDBDATA\SG2
X:\MDBDATA\SG3
X:\MDBDATA\SG4
X:\MDBDATA\SG1
X:\MDBDATA\SG2
X:\MDBDATA\SG3
X:\MDBDATA\SG4
X:\MDBDATA\SG1
X:\MDBDATA\SG2
X:\MDBDATA\SG3
X:\MDBDATA\SG4
1500
495GB Remaining
This assumes all drives 146GB-15K RPM
Five 3+3 Raid-10 Groups @ 399GB Each
16 available LUNs per Raid Group = 80 total
30 total drives = 5400 IOPs available, storage calculator ~ 4800 IOP's required
Hold 6 drives in reserve for capacity and performance upgrades through Busy Season
Transaction Logs
New ‘Active’ Exchange server added to the Cluster 5/2006,
not included in this diagram
+ 1 Passive Server
5 total servers
Virtual Server
EXCHVS01
EXCHVS01
EXCHVS01
EXCHVS01
EXCHVS02
EXCHVS02
EXCHVS02
EXCHVS02
EXCHVS03
EXCHVS03
EXCHVS03
EXCHVS03
Storage Group Name LUN's Size GB
EXCHVS1-SG1
2
20
EXCHVS1-SG2
2
20
EXCHVS1-SG3
2
20
EXCHVS1-SG4
2
20
EXCHVS2-SG1
2
20
EXCHVS2-SG2
2
20
EXCHVS2-SG3
2
20
EXCHVS2-SG4
2
20
EXCHVS3-SG1
2
20
EXCHVS3-SG2
2
20
EXCHVS3-SG3
2
20
EXCHVS3-SG4
2
20
Totals
LUN Size = 10GB
24
Mount Point
L:\MDBDATA\SG1
L:\MDBDATA\SG2
L:\MDBDATA\SG3
L:\MDBDATA\SG4
L:\MDBDATA\SG1
L:\MDBDATA\SG2
L:\MDBDATA\SG3
L:\MDBDATA\SG4
L:\MDBDATA\SG1
L:\MDBDATA\SG2
L:\MDBDATA\SG3
L:\MDBDATA\SG4
240
26GB Remaining
This assumes all drives 146GB-15K RPM
Create two mirrored sets @ 133GB Each
13 available LUNs per Raid Group = 26 total
Each 20GB Volume can accommodate ~4000 transaction log files
4 total drives = 720 IOPs available, storage calculator ~ 720 IOPs required
Hold 2 drives in reserve for capacity and performance upgrades through Busy Season
Outlook Client Environment
End user synchs Email / Calendar / Tasks with Exchange Server
Synchs Address Book with
Global Directory Catalog server
Uses Outlook 2003 in cache mode
150 MB Mailbox Quota
Can always receive mail
Cannot send mail if mailbox size is
at/over 150 MB
Moves messages
into local archive (pst file).
.pst files are typically not backed
up.
l
Estimated
Hardware/Software Costs
Total Costs
Estimated $214 per user
challenges / opportunites
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Applications integrated with Lotus Notes email
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PeopleSoft RM (Resource Management)
RTE (Real Time/Expense)
Assentor (email archive for compliance (Sarbanes Oxley)
BlackBerry
Fax servers (relay mail)
Domino applications
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EA Systems
EMS (Consulting Engagement Management System)
Mail-in-databases
Success through People -
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rsmi.com domain shared by Exchange and Lotus Notes
Database / doc links
Migrating mailboxes / calendar
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Migrating Personal address books
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Migrating mail lists
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Binary Tree
IBM ‘Personal NAB Import / Export’ tool
TBS
RSMM – 2,200
Migrating generic mailboxes / assessing rights
Migrating group calendars
Resources
RSMi PAB users
H&R Block addresses
SEC Correspondence addresses
Custom Notes features
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Business and reference links in Navigator pane
Disclaimer
Brand messages
External Internet mail identified by ‘world globe’ icon
Mailbox size in Navigator pane
Coexistence
Coexistence
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We have coexistence between Lotus Domino applications and
Exchange email
 Thanks to:
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MIIS – address books synchronization
GreyDuck – ‘Mail Doc Link’ and ‘ Mail Database Link’ agents
Genii Software – ‘CoexLinks’ allows us to rather seamlessly use
Microsoft Exchange/Outlook for mail, and Lotus Domino/Notes for
applications with ‘Lotus Notes Connectors’ which was not
recommended as a long term solution.
Binary Tree –
‘Smarthost’ solution – for sharing the rsmi.com name space between
RSM McGladrey Exchange mail users and RSM International Lotus
Domino mail users.
After 1+ Years
A Success Story….
Picture of happy workers
Making a difference to the end user
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Web-mail access (OWA)
PDA, Smartphone email support (OMA)
Global Address Book that contains
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Soft delete feature
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Allows user to restore deleted messages within 7 days
Query-based lists
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H&R Block, RSM International, other addresses
 Detailed information about user, function, level, office
location, phone numbers, etc
Always current, always correct
Drag and drop email into other applications
MIIS
Exchange Administrator perspective
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Stability – excellent
Performance – excellent
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Users work in ‘cache’ mode
MIIS
Quotas
Query-based lists
Mailbox / single message restore
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Using Kroll Ontrack PowerControls
Email discovery by mailbox store
What I miss
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Lotus Domino audit ability
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Active Directory objects
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Users
Distribution lists
If we had more time 
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We had an incredible team of talented, motivated
individuals from our firm, Microsoft, Binary Tree,
GreyDuck … that were on fire to succeed.
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What would I have done differently?
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NOTHING!.... Well, ok…
 It’s about those mail (distribution) lists…
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Over 3,000 lists migrated to Active Directory
And, Exchange has this really COOL ability to support
‘query-based’ lists…. And, I wish we had had the time to
convert as many as possible
You have all been there with managing mail (distribution)
lists. 