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Waunakee approves migration to Microsoft government tenant to improve CJIS access and FOIA response
Summary
Board authorized an IT migration to Microsoft's government tenant (cost not to exceed $42,000) to meet criminal-justice information access requirements and reduce staff time on public-records requests, staff said.
The Village of Waunakee authorized migration from a Microsoft commercial tenant to a Microsoft government tenant, approving staff’s request for a cost not to exceed $42,000.
Jared (IT) told trustees the village must move to the government tenant for compliance reasons tied to police access to Criminal Justice Information Services (CJIS) and to participate in a new records-management consortium. He said the move also promises operational benefits for open-records processing because the government tenant is structured for government records and makes email and file searches easier to retrieve for FOIA requests.
Jared said the village originally budgeted $5,000 for an internally led migration but discovered the project requires outside vendor support and a migration application that costs about $57 per migrated user. Staff reduced the estimated user list by removing nonemployees and accounts beyond records-retention thresholds, cutting the per-user total substantially. Jared and Kevin said earlier experience with a government-tenant model suggested the migration would drastically reduce staff time spent on FOIA email searches — Jared estimated it could “shave off at least 75% of staff time” for those tasks.
Board members asked about grant opportunities tied to switching to a .gov domain; staff said they are pursuing available grants and that domain transition work is related but separate from the tenant migration.
A motion to approve migration to the Microsoft government tenant for a cost not to exceed $42,000 passed by voice vote.
