ALCOAST 071/21 - FEB 2021 COAST GUARD-WIDE MIGRATION TO MICROSOFT 365 - SITREP 4

R 251801Z FEB 21
FM COMDT COGARD WASHINGTON DC
TO ALCOAST

UNCLAS
ALCOAST 071/21
SSIC 2620
SUBJ:  COAST GUARD-WIDE MIGRATION TO MICROSOFT 365 - SITREP 4
A. COMDT COGARD WASHINGTON DC 301317 OCT 19/ALCOAST 336/19
B. COMDT COGARD WASHINGTON DC 131616 AUG 20/ALCOAST 309/20
C. COMDT COGARD WASHINGTON DC 161331 OCT 20/ALCOAST 385/20
D. COMDT COGARD WASHINGTON DC 171106 NOV 20/ALCOAST 420/20
1. As announced in REFs (A) through (D), the U.S. Coast
Guard continues to make significant progress in the transition
to Microsoft 365 (M365). Having migrated over 99.5 percent of
eligible users to M365 email, the C5I Service Center will soon
begin transferring email storage files (PSTs) to the M365
environment. Here is amplifying information on this process.
   a. PST files are a legacy method used to mitigate previous
mailbox size limits for the off-line storage of messages,
calendar events, and other information within Microsoft Outlook.
These files are prone to corruption and pose cybersecurity risks.
The enhanced capabilities within M365 includes increased personal
mailbox storage limits and an “Online Archive” to replace
legacy PST files, providing a more secure and reliable method
for users to store and access information in the cloud.
   b. PST files will be migrated to each user’s personal M365
Outlook Mailbox and Online Archive starting in March 2021 and
will continue over an estimated six-month period. Users will
receive email notifications leading up to their PST files being
migrated to the M365 environment including specific dates, user
actions, and job-aids. Users will also receive a confirmation
email once their files have been successfully moved.
   c. Once initiated, the migration process for each user may
take up to 10 days depending on the size of their PST files and
is generally automated with minimal user actions required. PST
files will be temporarily unavailable or in a read-only state
during this process. User’s whose functional role necessitates
continued access to PST information during this period will have
the option to self-migrate in lieu of the automated process.
Specific guidance and deadlines for self-migration are included
in the forthcoming email notifications.
   d. Once complete, most users will not experience any significant
changes to the look and feel of email folders and sub-folders
within their current Microsoft Outlook profile. The most noticeable
change users can expect is emails and sub-folders older than two
years will appear in the Online Archive.
   e. Capital Cutter users and those excluded from the migration
to M365 email will not experience any changes to their current
PST files.
2. Discontinuation of PST files and the implementation of the
Online Archive is a necessary measure to ensure parity with
industry standards, improve the cybersecurity posture of the
Coast Guard’s network infrastructure, and optimize compliance
with federal records management requirements. Activation of
email retention periods will be communicated at a later date
and will not be implemented with the migration of PST files
to the M365 environment. More information on records management
can be found at: https://cglink.uscg.mil/USCG-Records-Mgmt
(CAC required to access).
3. Additional SITREPs will continue with relevant updates on the
Coast Guard’s ongoing efforts in transitioning to the M365 Cloud
Office Solution (COS). Users are encouraged to regularly visit the
COS website at: https://cglink.uscg.mil/C5ISC-CG-COS (CAC required
to access) for the most current information. Internet-accessible
information is posted at: www.uscg.mil/cloud.
4. POC: Dr. Thomas Drabczyk, COMDT (CG-6812),
Thomas.E.Drabczyk@uscg.mil.
5. RADM David M. Dermanelian, Assistant Commandant for
Command, Control, Communications, Computers and Information
Technology (CG-6), sends.
6. Internet release is authorized.