Move from Microsoft Exchange Unified Messaging to Cisco Unity

Summary

A request was made for details regarding the migration of voicemail services from Microsoft Exchange to Cisco Unity, including costs and decision documents. The authority disclosed an options paper outlining the technical rationale and migration strategy but withheld specific cost figures and internal correspondence.

Key Facts

• Microsoft Exchange 2016 and 2019 end of extended support is scheduled for 14 October 2025.
• Unified Messaging services (Voicemail and Auto Attendant) have been deprecated in newer Exchange versions.
• The recommended strategy is to migrate Voicemail to Cisco Unity and Auto Attendants to Cisco Unified Communications Manager.
• Email services will move to Exchange Online, with an on-premise infrastructure retained for specific mailboxes.
• The disclosed document is an 'Options Paper' authored by Francis Go on 26 July 2024.

Data Disclosed

• 14.October.2025
• 26/07/2024
• Exchange 2016
• Exchange 2019
• Version: 0.1

Original Request

Dear Sir/Madam I understand that GTS has moved its voicemail service and Auto Attendants from Microsoft Exchange Unified Messaging to Cisco Unity Connection (Cisco Unity). I would be grateful if you could provide the following information in relation to this migration: The date the decision was made to migrate to Cisco Unity voicemail, together with the business case, decision paper, or executive / summary document supporting the decision (where held). Any department/board which remains on Exchange UM. The total implementation or migration cost (or cost range, if a single figure is not recorded), including licences, consultancy and migration services where available. Copies of internal email correspondence relating to the decision to migrate from Microsoft Exchange Unified Messaging to Cisco Unity, limited to the period covering: the decision-making and approval stage, and the commencement of implementation. For clarity, I am not seeking detailed technical configuration information, system security architecture, credentials, or vulnerability-related material. Where exemptions apply, I am happy to receive emails or documents in a redacted form, and I would be grateful if you could provide an accompanying schedule explaining the exemptions relied upon. If any part of this request is exempt, please provide the remaining disclosable information. Many thanks

Data Tables (3)

Full Response Text

ISLE OF MAN GOVERNMENT

Government Technology Services, Cabinet Office

Version: 0.1 Author: Go, Francis

Page 1 of 4 Reference: AA nnn/nnn Saved: 6-Jan-26 CONFIDENTIAL

OFFICIAL GTS – Exchange (Email, VoiceMail and Auto Attendant) Options Paper

Name

Author Francis Go

Checked by

Approved by

Document Reference AA nnn/nnn

Distribution

Version Date Change No. 0.1 26/07/2024 Initial version

Table of Contents

1 EXECUTIVE SUMMARY 1 2 BACKGROUND INFORMATION 2 3 PROBLEM 2 4 EMAIL SERVICE OPTIONS 2 5 VOICEMAIL OPTIONS 3 6 AUTO ATTENDANT OPTIONS 3 7 RECOMMENDATION 4

1 EXECUTIVE SUMMARY Our Microsoft Exchange 2016 Infrastructure provides Email, Voicemail and Auto Attendant services. Exchange 2016 and 2019 will go out of extended support on 14.October.2025. The next version of Exchange only provides Email services and have deprecated Unified Messaging Services (Voicemail, Auto Attendant).

ISLE OF MAN GOVERNMENT

Government Technology Services, Cabinet Office

Version: 0.1 Author: Go, Francis

Page 2 of 4 Reference: AA nnn/nnn Saved: 6-Jan-26 CONFIDENTIAL

OFFICIAL Due to the timescales involved, existing infrastructure and knowledge/expertise available to GTS, it is recommended to go for the following: • Email Service – Move all IOMG Users to Exchange Online. Implement an On-Prem Exchange Infrastructure for Voicemail, Auto-Attendants and mailboxes whose data can’t be moved to the cloud. • Voicemail – Migrate to Cisco Unity • Auto Attendant – Migrate to Cisco Unified Communications Manager

2 BACKGROUND INFORMATION Microsoft Exchange 2016 and 2019 both goes out of Extended Support on 14.October.2025 with the next version of Exchange being Exchange Server Subscription Edition which will be under Microsoft's Modern Lifecycle Policy. Under this policy, the Microsoft product or service will be supported if the following criteria are met: • Customers must stay current as per the servicing and system requirements published for the product or service. • Customers must be licensed to use the product or service • Microsoft must currently offer support for the product or service

We are currently on Exchange 2016 as GTS provides Unified Messaging Services (Voicemail and Auto Attendant services) which has been discontinued on Exchange 2019.

3 PROBLEM • Our Exchange 2016 Infrastructure ends support on 14.October.2025. What Email service are we providing to our customers? Exchange Online, Exchange Server Subscription (On-Prem) • Unified Messaging has been deprecated after Exchange 2016.
o Will we be providing Voicemail Service going forward? o Will we be providing an Auto Attendant Service going forward? 4 EMAIL SERVICE OPTIONS 4.1 Exchange Online Only • GTS will only provide an Exchange Online Email Service • Pros o We won’t need to provide an On-Prem Exchange Infrastructure saving on time and resources to implement, host and manage • Cons o We will be fully dependent on Exchange Online. o There might be mailboxes containing data not suited to be on the cloud. o Increase in internet traffic 4.2 Exchange Online + Exchange Subscription Service (On-Prem)
• GTS will provide an Exchange Online Email Service for all IOMG Government Users • GTS will provide an On-Prem Exchange Email Service for mailboxes that contain data that can’t be moved to the cloud • Pros o We provide options for email services to IOMG users o We won’t be fully dependent on Exchange Online • Cons

ISLE OF MAN GOVERNMENT

Government Technology Services, Cabinet Office

Version: 0.1 Author: Go, Francis

Page 3 of 4 Reference: AA nnn/nnn Saved: 6-Jan-26 CONFIDENTIAL

OFFICIAL o Cost, time and effort to implement, host and manage an On-Prem Exchange Infrastructure albeit should be less as the infrastructure footprint will be smaller as most users will be on Exchange Online.
o Increase in Internet traffic

5 VOICEMAIL OPTIONS
5.1 Deprecate the Service
• GTS will stop providing Voicemail Services • Pros o Saving on time and resources to implement, host/buy and manage • Cons o We would be deprecating a service that most departments are reliant on.

5.2 Microsoft Cloud Voicemail • Implement Microsoft Cloud Voicemail • Pros o Integration with Microsoft Teams and Exchange Online Users. • Cons o Time to learn and implement a new system/infrastructure before Exchange end of support date. o Cost?

5.3 Cisco Unity • Implement Cisco Unity
• Need to check license cost and any additional cost as this will be an MT supported service • Pros o We already have a background on Cisco Unity as that was our Voicemail solution before Exchange UM o We
• Cons o Voicemail Service will only be available to On-Prem Users

6 AUTO ATTENDANT OPTIONS
6.1 Deprecate the Service
• GTS will stop providing Auto-Attendant Services • Pros o Saving on time and resources to implement, host/buy and manage • Cons o We would be deprecating a service that most departments are reliant on.

6.2 Cisco Unified Communications Manager (CUCM) • Check to see if we can migrate existing Exchange Auto Attendant to Cisco CUCM

ISLE OF MAN GOVERNMENT

Government Technology Services, Cabinet Office

Version: 0.1 Author: Go, Francis

Page 4 of 4 Reference: AA nnn/nnn Saved: 6-Jan-26 CONFIDENTIAL

OFFICIAL • Need to check license cost and any additional cost as this will be an MT supported service • Pros o Managed Service o No additional infrastructure to implement

• Cons o Possible additional costs o Will only be available to On-Prem mailboxes without a connector/gateway to Microsoft Cloud Voicemail

7 RECOMMENDATION Considering the end of support date for Exchange 2016, I recommend the following: • Email Service Option o Option 4.2 Exchange Online + Exchange Subscription Service (On-Prem). This allows us to provide a complete service and is made in conjunction with the other 2 recommendations. • Voicemail Option o Option 5.3 Cisco Unity Voicemail • Auto-Attendant o Option 6.2 Cisco Unified Communications Manager

peiagh erbee elley ny ymmydey yn chooid t’ayn er aght erbee dyn kied leayr veih’n choyrtagh. Mannagh nee shiu yn enmyssagh kiarit jeh’n phost-l shoh, doll-shiu magh eh, my sailliu, as cur-shiu fys da’n choyrtagh cha leah as oddys shiu. Cha nel kied currit da failleydagh ny jantagh erbee conaant y yannoo rish peiagh ny possan erbee lesh post-l er son Rheynn ny Boayrd Slattyssagh erbee jeh Reiltys Ellan Vannin dyn co-niartaghey scruit leayr veih Reireyder y Rheynn ny Boayrd Slattyssagh t’eh bentyn rish.   Disclaimer The information contained in this communication from the sender is confidential. It is intended solely for use by the recipient and others authorized to receive it. If you are not the recipient, you are hereby notified that any disclosure, copying, distribution or taking action in relation of the contents of this information is strictly prohibited and may be unlawful. This email has been scanned for viruses and malware, and may have been automatically archived by Mimecast Ltd, an innovator in Software as a Service (SaaS) for business. Providing a safer and more useful place for your human generated data. Specializing in; Security, archiving and compliance. To find out more Click Here.   Disclaimer The information contained in this communication from the sender is confidential. It is intended solely for use by the recipient and others authorized to receive it. If you are not the recipient, you are hereby notified that any disclosure, copying, distribution or taking action in relation of the contents of this information is strictly prohibited and may be unlawful. This email has been scanned for viruses and malware, and may have been automatically archived by Mimecast Ltd, an innovator in Software as a Service (SaaS) for business. Providing a safer and more useful place for your human generated data. Specializing in; Security, archiving and compliance. To find out more Click Here.   Disclaimer The information contained in this communication from the sender is confidential. It is intended solely for use by the recipient and others authorized to receive it. If you are not the recipient, you are hereby notified that any disclosure, copying, distribution or taking action in relation of the contents of this information is strictly prohibited and may be unlawful. This email has been scanned for viruses and malware, and may have been automatically archived by Mimecast Ltd, an innovator in Software as a Service (SaaS) for business. Providing a safer and more useful place for your human generated data. Specializing in; Security, archiving and compliance. To find out more Click Here. From: Go, Francis To: Bond-Simmons, Matthew (GTS); Subject: FW: Invoice 19770452 dated 20 Mar 25. Attachments: image003.png 1054759.pdf Bill 19770452 dated 20 Mar 25.pdf Hello,   This is for the Unity License upgrade x 500 under Non-Chargeable software.   Thanks   Francis   Call or message me on Teams francis.go@gov.im | www.gov.im/technology | GTS Servicedesk Tel: (01624) 685556   We’d love to hear from you; Click here to visit our Customer Feedback Page   From: (Manx Telecom)

Sent: 21 March 2025 11:55 To: Go, Francis Francis.Go@gov.im Cc: (Manx Telecom) < Subject: Invoice 19770452 dated 20 Mar 25.   Caution: This email is from an external sender. Please take care before opening any attachments or following any links.  Good morning Francis,                                                                                                                                        Please see attached Bill Number 19770452 dated 20 Mar 25 for £8,772.00 for PO 1054759.   Thank you.         Billing Ops Team Manx Telecom | PO BOX 100 | IM99 1HX E: | T: +44 (0) 1624 | M: | Website: www.manxtelecom.com           Disclaimer The information contained in this communication from the sender is confidential. It is intended solely for use by the recipient and others authorized to receive it. If you are not the recipient, you are hereby notified that any disclosure, copying, distribution or taking action in relation of the contents of this information is strictly prohibited and may be unlawful. This email has been scanned for viruses and malware, and may have been automatically archived by Mimecast Ltd, an innovator in Software as a Service (SaaS) for business. Providing a safer and more useful place for your human generated data. Specializing in; Security, archiving and compliance. To find out more Click Here. Manx Telecom Trading Limited Isle of Man Business Park Cooil Road Braddan Isle of Man IM99 1HX
Billing Enquiries T 624624 E custaccount@manx-telecom.com www.manx-telecom.com Charges have VAT at 20.0% unless otherwise shown. Account Number: Page 2 of 2 Invoice Number: Due Date: Invoice Date: (Tax Point) Our Reference 17/04/2025 20/03/2025 VAT Reg No GB003 2919 12 Registered in the Isle of Man No 5629V Bill Detail: PURCHASED ITEMS £7,310.00 Call Manager Licence Professional
500 x 14.620 £7,310.00 Sub Total: £7,310.00 Total: Statement for Account No Calls to 084, 087, 09 and 118 numbers consist of an MT access charge of 8.33p (ex VAT) per minute from all fixed lines or 20.83p (ex VAT) per minute from all pay monthly mobiles, with the remainder going to the provider of the service. 001012 Registered in the Isle of Man Reg No 5629V VAT Reg No GB003 2919 12.

1

Government Office Douglas Isle of Man IM1 3PN Telephone: (+44) 01624 686244
Website: www.gov.im/co

Our ref: 5200005 2 February 2026

Dear ###

We write further to your request, received 31 December 2025, which states:

"Dear Sir/Madam

I understand that GTS has moved its voicemail service and Auto Attendants from Microsoft Exchange Unified Messaging to Cisco Unity Connection (Cisco Unity). I would be grateful if you could provide the following information in relation to this migration:

The date the decision was made to migrate to Cisco Unity voicemail, together with the business case, decision paper, or executive / summary document supporting the decision (where held).

Any department/board which remains on Exchange UM.

The total implementation or migration cost (or cost range, if a single figure is not recorded), including licences, consultancy and migration services where available.

Copies of internal email correspondence relating to the decision to migrate from Microsoft Exchange Unified Messaging to Cisco Unity, limited to the period covering:

the decision-making and approval stage, and the commencement of implementation.

For clarity, I am not seeking detailed technical configuration information, system security architecture, credentials, or vulnerability-related material. Where exemptions apply, I am happy to receive emails or documents in a redacted form, and I would be grateful if you could provide an accompanying schedule explaining the exemptions relied upon.

If any part of this request is exempt, please provide the remaining disclosable information."

Our response to your request is as follows:

2 I understand that GTS has moved its voicemail service and Auto Attendants from Microsoft Exchange Unified Messaging to Cisco Unity Connection (Cisco Unity).

To provide advice and assistance, please be advised that GTS, part of the Cabinet Office, has not migrated the voicemail or the Auto Attendant services. Rather GTS is in the process of moving exchange mailboxes from an obsolete and unsupported platform to a supported platform. Whilst the Unified Messaging and Auto Attendant services were features of the previous system, the new supported platform does not include these features. However, both of these features can be provided by another of our existing communications services at minimal cost in terms of both effort and spend.

1. I would be grateful if you could provide the following information in relation to this migration:

The date the decision was made to migrate to Cisco Unity voicemail, together with the business case, decision paper, or executive / summary document supporting the decision (where held).

Please find the information requested attached as Annex 1 which comprises of both the options paper for the provision of voicemail and Auto Attendant services and the decision log.

1. Any department/board which remains on Exchange UM.

As at the date of your request, Manx Care and Manx Utilities Authority remain on the old platform. It is the intention that at the end of the project, all Departments and Boards will be utilising the new system. 3. Th

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