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IT director reports data-center delays, cloud migration and Zoom phone rollout; archival of legacy records planned
Summary
Town IT staff reported one data center is on hold pending HVAC fixes, cloud migration and OneDrive/Active Directory moves are underway, the Zoom phone system will go live tomorrow, and staff plan a major archival effort for legacy records before decommissioning older systems.
Town IT staff provided multiple infrastructure updates: one on-premises data center build is on hold while HVAC work is completed, and the team will use an alternate data-center location until HVAC is finished. Staff said they are finishing a Zoom phone migration and expect the town'wide phone system to go live the following day; the schools have been on Mitel and staff said the goal is one unified phone system.
Staff described a staged cloud migration in which legacy on-premises file shares will move to OneDrive and the town will later migrate Active Directory to a cloud-based solution to reduce common attack surfaces. The schools currently use Google Workspace, staff said. The migration planning included a storage-profile review and prework preparations.
IT staff described replication and backup plans: some systems already have full replication, which staff said they pay for, and the new cloud procurements will include backup and replication requirements. Committee members raised concerns about cloud-hosting locations, vendor financial stability and subscription continuity; staff acknowledged those risks and said they will review vendor hosting locations and financials in the ERP procurement process.
A major long-term task identified by staff is archiving decades of legacy data so the town can decommission older systems. Staff said the archive must make records accessible and satisfy public-records retention rules, which may require paper or convertible formats for official retention. The archive and migration work are prerequisites for decommissioning legacy applications and for removing annual fees currently budgeted for older systems. Staff also described capacity: a network team of four within a total IT staff of 19, about eight computer technicians and an applications team; capital purchases over $5,000 are treated as capital items with a multi-year replacement schedule.
Staff asked committee members with vendor contacts (for example, Dell) to assist with part replacement for a data-center hardware shipment that arrived with incorrect power supplies. Staff also invited committee members to tour operations and to participate in future vendor demos and evaluations.
