Migrate osmfoundation email from Gsuite

[grischard]

We currently pay Google too much.

This is the ticket to track a migration.

[Firefishy]

? We haven't paid Google any money so far ?

[Firefishy]

Before any accounts can be migrated a suitable replacement needs to be selected, then a migration plan needs to be made. Have these been done?

[grischard]

I didn't know we weren't paying them yet. We're about to, then.

No migration plan has been made, and no replacement has been selected.

[pnorman]

Closing in favour of #860 which has details

[grischard]

#860 was investigation. Reopening this to track actual movement.

[Firefishy]

Notes:

• Ideal over Christmas break.
• Ideal is to import without users accessing email
• Expectation of user without email for 1 day (Dorothea likely longer due to mailbox size)
• Expectation that password can be supplied to users out-of-band (sms?)

Steps:

• Now: Email user the steps for creating app specific password.
• Create Mailboxes (and passwords)
• Give users their login credentials (and no reset of password yet)
• Switch MX records
• Users create app specific passwords to allow import of existing email (and supply Grant)
• Import the existing mail
• Reset password post import.

To Be Confirmed:

• Functionality / Usability of Audriga

[Firefishy]

• Audriga estimates nearly a 2x size increase in mailbox size. Migration from Google is limited to <= 2GB per day.
• Google App specific password work.
• Google IMAP needs to be enabled.
• Contacts and Calendar are NOT migrated.

[Firefishy]

The osmfoundation.org email migration has been completed. All email has been synced (ok ok, 1 user is still syncing). MX updated.

Docs (mostly minutes) will be migrated over the next month via a separate ticket.