At the last meeting, the Council decided to use a cloud-based platform for its internal emails and many documents.

The Council approved a contract with Volta, Inc. for $10,000 to migrate the City’s 2007 Exchange server to Exchange Online and to Microsoft Office 365 cloud-based solution from the current Microsoft Office 2007 desktop solution.

City believes that the conversion will help improve productivity, as staff can access the documents from anywhere online. However, physical documents that need to be stored properly can be safely placed inside mailing tubes for safe keeping.

The new solution will also many additional products for multiple devices, automatic updates, enhanced collaboration, and storage, etc. Staff contacted Rockville, Greenbelt, Leonardtown, Caroline County, and LaPlata who have switched to Office 365 and have been pleased with the results.

If approved, the City expects the process to require four to six weeks for the migration and for staff training for the updated applications. The annual cost for Office 365 is approximately $2,000 more than the same cost of new licenses every five years for Microsoft Office.

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The conversion will cost the City $10,000 for 91 full Microsoft 365 licenses at $12.50 per month and 91 limited licenses at $4.00 per month