Office 365 Licensing Guidelines for Municipalities

Overview

A guideline for Office 365 Licensing for Municipalities is an important tool used to ensure Municipalities are purchasing proper licensing for employees, committee members, and boards.

Office 365 is a software platform that provides employees with access to Municipal email, document storage, and digital resources.

Purpose

The purpose of this guideline is to provide a transparent licensing strategy for Suzor IT and Municipal employees, committee members, and boards.

Scope

This policy applies to employees, contractors, consultants, temporaries, and other workers at your municipality, including all personnel affiliated with third parties.

Guideline

Municipal Employees

• All full-time/permanent employees receive a Town email address to be utilized for all official town business, including storing of Town files.
• Part-time/temporary employees require authorization from the Town Administrator/Town Manager, or designee before a Town email address can be assigned. If a Town email address is assigned, it is to be utilized for all official town business, including storing of Town files.
• Employees need Town email/Office 365 when they are communicating on behalf of the Town.
• Employees do not need Town email/Office 365 to receive sensitive information from the Town. Sensitive information can be distributed through other/more cost-effective platforms.
• License type: Office 365 E1 (Business Essentials)

Board of Selectmen

• Each member of the Board of Selectmen gets an email address to be utilized for all official town business, including storing of town files.
• License type: Office 365 E1 (Business Essentials)

All other boards/committees

• Each chair of a board or committee gets a generic email address to be utilized for all official town business, including storing of town files. Example: Planning board would get [e-mail]
• License type: Office 365 E1 (Business Essentials)

Office 365 E3 (Business Premium) or higher licensing

• Office 365 E3 or higher licensing provides users with access to legacy desktop applications.
• E3 licensing should only be applied to users who use features that are not available in the E1 licensing.
• All E3 licensing requests will go through Suzor IT for review then to the Town Administrator/Town Manager, or designee for approval.

Exceptions

Any exception to the guideline must be approved by the Suzor IT Team in advance.