Anonymized engagement summary: Exchange Server 2016 to Exchange Online migration for a state transportation agency's traffic management center (2023)
Anonymized engagement summaryTraffic management center of a state transportation agency · 2023
Opening answer. In 2023 EPC Group was engaged by a state transportation agency's traffic management center. The work covers moving about 100 users and mailboxes from Exchange Server 2016 to Microsoft 365 Exchange Online, about 316 GB of mail with contacts, distribution lists, public folders and resources. Applications that sent mail through the on-premises SMTP relays were to be moved to Exchange Online relays with the same function. The scope also adds multi-factor authentication and stronger password requirements.
This is an anonymized engagement summary published under EPC Group's anonymized-engagement rule: the client is not named, no commercial terms are published, and every statement is EPC-reported. Named, documented engagements are in the Evidence Center.
Problem and scope
| Item | Scope |
|---|---|
| Organization | A traffic management center of a state transportation agency |
| Source | On-premises Exchange Server 2016: about 100 users and mailboxes, about 316 GB, plus contacts, distribution lists, public folders and resources |
| Target | Microsoft 365 Exchange Online; users stay on desktop Outlook |
| Dependencies | Several applications relaying mail through on-premises Exchange SMTP, to be reconfigured on Exchange Online SMTP relays with the same behaviour |
| Desired outcomes | Mail continuity throughout the move, an Exchange Online environment set up for the agency's needs, migration and archiving completed, stronger password complexity, and multi-factor authentication introduced |
| Timeline (estimate) | Four to seven weeks: assessment and planning, preparation, migration, then a week of post-migration support, documentation and training |
Not reported: the cut-over date, any exceptions in the final migration, and post-migration measurements.
Approach and artifacts
Discover the dependencies before moving the mail. The first phase evaluates:
- the on-premises Active Directory and domains
- the Exchange 2016 environment, health-checked with EPC Group's discovery tools
- every custom application or integration that has to be rebuilt in the new environment
- each dependency between Exchange and other applications or third-party systems
It also checks for gaps and constraints that need fixing first.
Prepare both ends. In the source, Exchange misconfigurations are cleaned up before migration. In the target:
- domains are verified and tenant-level security configured
- users, licenses and groups are provisioned
- advanced mail security, quotas, archiving and retention policies, and anti-spam and malware protection are set
- single sign-on and multi-factor authentication are deployed
A pilot migration with EPC Group's migration tool comes before any production move.
Migrate, then cut over with little or no email downtime. End users get awareness material and pre-deployment training before their mailboxes move. Migration results are monitored and validated before and after. At go-live, MX records are switched, the target is synchronized, and all mail services are moved over.
Support after go-live. Train-the-trainer sessions and an as-built document follow. Then about two weeks of support: a week on standby, then a week with a target response time of about two hours after an incident is reported.
What EPC Group delivered and what is not claimed
| Claim | Basis | Status |
|---|---|---|
| The agency contracted EPC Group for an Exchange 2016 to Exchange Online migration | EPC engagement record | Contracted (EPC-reported) |
| EPC Group was onboarded to the agency's systems | Agency user-access forms on file (2023) | On file (EPC-reported) |
| Migration completed, cut-over done, acceptance obtained | Not reported | Not claimed |
Related services
Microsoft 365 consulting · All case studies · Talk to a senior architect
Last updated by Errin O'Connor, Founder & Chief AI Architect, EPC Group
Related service: Exchange Server Consulting | Migration
Author: Errin O'Connor, Founder & Chief AI Architect, EPC Group · Published October 25, 2026 · Project alias EPC-2023-ANON-GOV-EXO · Published under the anonymized-engagement rule.