Email Efficiencies: Top 8 Questions for Microsoft’s Office 365
Email is at the top of every IT managers’ list of headaches in terms of not only keeping the systems up
and running but delivering all the functionality that users have come to expect. Email can be a huge
distraction for an in-house IT department to manage, especially given the security threats that are seen
on a regular basis. Therefore, why take on the burden and risk of delivering a secure and reliable email
solution on your own if there is another solution?
So, where can you turn? One possible solution is Microsoft’s Office 365 – a leading next generation
platform that provides you with the functionality needed to build and manage a secure and reliable
email solution.
Before starting this service (or any other cloud-based email service), consider the following list of eight
questions when exploring your options. (Note: questions and answers have been adapted from
Microsoft.)
1. Who owns the data we store using the cloud-based email service – and will our data be
used to build advertising products?
You own and control your data with Office 365. Your data will not be used for anything other than
providing you with the service that you have subscribed for. Your information will not be used for
advertising purposes.
2. Are privacy controls available?
Office 365 offers privacy controls that are enabled by default, and you have access to turn off and on
privacy impacting features to meet the needs of your credit union. (Note: please be sure to review
privacy and security measures in the data processing terms of your agreement.)
3. What security features are available that protect the service from external attacks?
When it comes to security features, there are broadly two types of categories: 1) built-in security, and 2)
customer controls. Built-in security represents all the measures taken on your behalf to protect your
information and run a highly available service. Customer controls are features that enable you to
customize Office 365 to meet the specific needs of your credit union.
4. How accessible is our data using this service?
You own your data and retain all rights, title, and interest in the data you store with Office 365. During,
and for 90 days after your subscription, you can download a copy of all your data at any time and for any
reason.
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Top 8 Questions for Microsoft’s Office 365
www.alloyacorp.org/itservices.php
5. How transparent is the service in terms of data use and access?
Office 365 gives you complete visibility and access to your data, and they also share important aspects
of data storage, such as where your data resides in terms of geographic location. Access to your data is
strictly controlled and logged, and sample audits are performed by both Microsoft and third parties.
Content access reports are available upon request.
In terms of any changes to the service, you will be informed of any important changes with respect to
security, privacy and compliance. Microsoft will also promptly notify you if your data has been accessed
improperly.
6. What commitments are in place with respect to security and privacy?
Office 365 complies with standards, such as ISO 27001, ISO 27018, FISMA and FedRAMP. They can also
sign with each data processing terms, a HIPPA business associate agreement and EU (European Union)
model clauses.
7. How does the service ensure reliability?
Office 365 applies best practices in design and operations, such as redundancy, resiliency, distributed
services and monitoring.
With certified professional management, Office 365 is accountable for the day-to-day operations of your
email and collaboration platform. The service will save you time and provide peace of mind by tailoring
your needs in the following areas:
• Mailbox setup for new users, deletion for retired
• Moves, adds and changes to user accounts
• Distribution group and resource group changes
• SPAM/VIRUS filtering changes
• SLA from Microsoft is 99.9% availability
• Troubleshooting and vendor management with the Microsoft Office 365 service.
8. What commitments are in place in regards to keeping my service up?
Office 365 offers a 99.9% uptime through a financially backed service level agreement. If you experience
a monthly uptime that is less than 99.9%, they will compensate you through service credits.
For More Information
To discover how Alloya Corporate’s Information Technology Services, in partnership with OnX Managed
Services, can help you with your email services, please contact your Senior Business Consultant or
Teresa Brent, Product Manager at [email protected].
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Top 8 Questions for Microsoft’s Office 365
www.alloyacorp.org/itservices.php