Submitted by Holly Barfield
The version of Microsoft Exchange that we are currently using will reach its end of life in 2023. GPLS (Georgia Public Library System) offered us the opportunity to move to Google Workspace Gmail (the business version of Gmail, not the free version).
After reviewing our options, we have decided to move to Google Workspace Gmail. This choice was made for several reasons:
Now that we have our documents on Google Drive, Gmail will enable us to maximize collaboration with both products.
Google Calendar integrates seamlessly with Google Meet.
Most libraries in GA are using Google Workspace Gmail for their email needs.
Price (free for us to use).
Unlimited mailbox space. While we want to encourage all staff to delete unneeded emails regularly, Gmail Workspace will enable us to offer staff unrestricted mailboxes.
GPLS will handle most of the administrative tasks associated with Gmail. This frees us from many of the email maintenance, configuration, and administration tasks currently handled by our IT department, which equals more IT time for other projects.
Google Workspace Gmail and Calendar have been thoroughly investigated, and everything you can do in Outlook, you can do in Gmail, BUT some features work slightly differently or go by different names in Google.
You will not lose any of your emails or items on your calendar(s). Everything will be migrated over to the new system. GPLS has migrated many public libraries to Google Workspace Gmail, and they have a solid procedure that eliminates the risk of data loss. You will need to recreate signatures, calendar shares (if you have shared your calendar with other staff), and email rules in the new platform. IT will have directions to assist you in backing up this information and recreating it in the new system.
Below is the timeline for the migration:
Staff Training (online) on the basics of Gmail and Calendar: 6 - 8 weeks
Estimated schedule: Oct. 5, 2022 - Nov. 30, 2022
Online classes using Infobase Learning Cloud.
Cut over to Gmail and Calendar: 1-3 days
Estimated schedule: Dec. 2 - 4, 2022
*Monday, December 5th: IT coverage will be spread across branches.
Night of December 4th/5th: We will change DNS records so that new mail sent to our email addresses flows to Google. IT will also configure Polaris to start routing notices through Gmail mail servers. IT will also be updating various systems, like our MFDs, phone system, and library document stations, to route the email messages that they send through Gmail instead of our Exchange server.
Train Staff in-person/virtual (in-house) on the basics of Gmail and Calendar: 1 - 4 weeks
Estimated schedule: Dec. 5, 2022 - Dec. 31, 2022
Google Meet classes by library staff
In-person classes by library staff
Information regarding training will be posted on the staff blog on Monday, Oct. 3.
If you have more questions, you can find the FAQ for this project here:
https://drive.google.com/drive/folders/0AA1RWLhJe_waUk9PVA. If this does not answer your questions, please do not hesitate to give me a call at X9383 or email me at barfieldh@forsythpl.org.
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