Microsoft Exchange or Google Apps? One government agency goes Google

Editor's Note: Please welcome our guest blogger, James Ferreira, Chief Information Officer for the Office of the New Mexico Attorney General. He provides IT services to the largest law office in the state. James Ferreira has the privilege of serving the New Mexico public as Attorney General Gary King's CIO. Mr. Ferreira is tasked with the responsibility of facilitating the communication between the public and nearly 200 office staff, including attorneys. Additionally, Mr. Ferreira has served as a member on many committees including the NM Information and Technology committee, NM Technical Counsel, Department of Information and Technology Project Review Committee and the Conference of Western Attorneys General WAGGY committee.

Please join us for a live webcast on Thursday, November 12, 2009 2:00 PM ET / 11:00 AM PT / 7:00 PM GMT where James will be on hand to answer your questions about his office's switch to Google Apps from Microsoft Exchange (3rd party registration required).

Attorneys rely heavily on documents like pleadings, deposition transcripts, exhibits, briefs and other legal materials. In the New Mexico Attorney General’s Office, we have 120 attorneys and 200 full-time employees whose jobs revolve around documents. And it's not just the attorneys. Imagine the news releases, media advisories, scripts and other materials that our communications department has to produce.

We essentially use email as our day-to-day file and case management system, so it is mission-critical. Our previous Microsoft Exchange email solution was falling short – especially regarding the need to safeguard and backup sensitive emails. We looked at moving to a clustered system of in-house email servers for failovers, but we calculated the cost at $300,000, not including continual upgrades.

We began searching for something with ample inbox storage, easy backup and data redundancy and perhaps most importantly, a system that offered high security and reliability. Google Apps Premier Edition emerged as the clear alternative. To put it in perspective, Google Apps and Gmail can support any attorney over the course of a whole career, storing and backing up every email he or she ever sends. Google Apps Premier Edition also passed muster with well-known third-party security auditing organizations.

The move to Google Apps took minimal time and effort, and our users now appreciate the reliability and large storage quotas of their new email system. We have realized many additional cost savings. For instance, we have created a prototype Google Docs archiving solution, using the Documents API. In addition, a few years ago, the department paid more than $50,000 for replication software to store data from a SAN to a disaster recovery site. It didn't work very well – but is no longer required with Google Apps. We also spend less time and money on licensing. In the past, I often joked that we needed to check if we needed a license for the license with our former software vendor. With Google Apps, we get the whole deal up front.

Google Apps Premier Edition was a good fit for the Attorney General's Office. It provides secure, available, and searchable access to documents and emails, while reducing costs and lessening workloads for our busy IT staff. It has reduced the "paper chase" across the board, from attorneys to our busy communications staff. I hope you can join me on a live webcast this Thursday where I'll take your questions about "going Google."

Microsoft Exchange or Google Apps? One Government Agency Goes Google
Thursday, November 12, 2009

2:00 PM ET / 11:00 AM PT / 7:00 PM GMT

Posted by Serena Satyasai, Google Apps team

Find customer stories and research product information on our resource sites for current users of Microsoft Exchange and Lotus Notes/Domino.