The Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) is transitioning to using cloud email and collaboration services provided by Microsoft Office 365. This will provide improved capabilities, availability, and pricing compared to the on-premises system. Key challenges include completing required background investigations for Microsoft staff supporting the system and integrating the new identity management, archival, and security systems. The transition involves piloting the new services before a full bureau-wide migration. The goal is to provide more cost-effective services while establishing a model that can be adopted by other government agencies.

2. Law Enforcement and
Cloud Services:
A Case Study
Rick Holgate
Assistant Director for Science & Technology / CIO
Bureau of Alcohol, Tobacco, Firearms & Explosives (ATF)
@rickholgate

3. Inflection Point
Services & Standards
Open
Mobile Device Shipments
(Mobile) Bandwidth
Cloud Services
Connected People & Things
Enterprise Platforms
Closed
Yesterday Today Tomorrow

4. ATF: Our Mission and Services
Law Enforcement Operations:
Violent Crime
Firearms •
•
Public Safety Services
Emergency Support Function (ESF) #13
Firearms and Explosives Licensing and
Other Industry Services
• Firearms Tracing
Arson & Explosives • National Integrated Ballistics
Information Network (NIBIN)
• National Center for Explosives Training
and Research (NCETR)
Alcohol & Tobacco • United States Bomb Data Center
• Terrorist Explosives Device Analytical
Center (TEDAC)
• ATF Laboratories
• Financial Investigations
• Collaboration and Partnerships

5. ATF Organizational Snapshot
(round numbers)
Personnel Resources ($M)
$23
1,650 $240
2,450
$890
800
Special Agents Firearms
Industry Operations Investigators Arson and Explosives
Other Professional Staff Alcohol and Tobacco
5

6. Some Critical ATF IT Initiatives:
Supporting Unique National Services…
eTrace
Today eForms / Firearms Information System Modernization (FISM)
Enterprise Standard Architecture (ESA) III  ESA IV
Improved Firearms Trace Information Sharing
Optimization of Enterprise Mobility
Laboratory Information Management System (LIMS)
Digital Evidence Collection System (DECS)
Fire and Explosives Research Modernization
Ballistics Imaging Modernization … “eFirearms”
Intelligence Driven Policing Initiative (IDPI)
Future Next Generation Case Management (NGCM)
…in an environment of constrained resources

7. From an IT Perspective…
Our Priorities
Support our mobile Integrate and expose Refine and advance
workforce our mission data our infrastructure
Providing the right set of tools Reengineering legacy Exploring new models to
and capabilities systems and data to achieve maximize efficiency
a service-oriented
environment

8. ATF: A History of Services
1997: Desktop Outsourcing
• Enterprise Standard Architecture, ESA
2003: Interdepartmental HR System
• HRConnect, Department of the Treasury
2008: Application Hosting (ESA)
2011: Shared Financial Management
• DOJ Unified Financial Management System
(UFMS)
2013: Cloud Email and Collaboration
• Microsoft Office365
8

9. IT as a Service
Today Tomorrow
Seat management Email / collaboration
(ESA III) Video / digital media
Human resources management (DECS)
(HRConnect) User experience –
Financial management devices / desktops (ESA IV)
(UFMS) Application hosting /
Learning management application services (ESA IV)
(LearnATF/LearnDOJ) Property management
Mobile device management

10. Why Cloud Email?
Greater capabilities
• Provides larger mailboxes
• Includes robust collaboration tools
Improved archiving and discovery
Improved availability
• Geographic redundancy
Better pricing
Aligned with Federal CIO priorities
• Shared First, Cloud First, PortfolioStat
10

11. DOJ/ATF “Must-Move” Cloud
Initiative
Best-in-Industry email and collaboration services at reduced life-cycle
cost = Cloud First
DOJ enterprise agreement leveraged with intent to simplify
acquisition of services = Shared First
ITAR under negotiation with DOJ and vendor since November 2011
(inspection, security, exit clause, change management)
OMB commitment for significant progress by June 8, 2012
Migration timeline: 30 weeks from Contract Signing
Office365 service offering includes:
• Exchange Online
• SharePoint Online
• Lync Online
• Data Archival and eDiscovery

12. Cloud Email/Collaboration
Key Issues include:
• Major paradigm shift for acquisitions, legal, IT staff, and security
• Disconnects in email Records Retention policy vs. legal eDiscovery requirements
• Archival and storage of over 200 TB of personal archives and mail related data
• Enterprise Identity Management solution is a key prerequisite
• Information and Content Governance must be defined prior to deployment
• Cloud Computing initiatives have already outpaced FedRAMP
Major Steps for Migration
• Contract Award [week 0]
• Scope-Lock [weeks 1-4]
• Environment Build-out (on-premises and in Cloud) [weeks 5-25]
• Pilot Migrations [weeks 26-29]
• Certification and Accreditation [weeks 15-29]
• Service Ready – Migrate all mailboxes [weeks 30-32]
• Deprovision on-premises environment [weeks 33-40]

13. Accomplishments to Date
• June 2012: Issued Task Order for Office365 Services on
DOJ enterprise agreement
• On-Premises Active Directory and Public Folder clean-
up
• Requirements defined and “Scope-Lock”
• Network circuit ordered, tested, and activated through
JUTNet
• Test machines, service accounts, DNS forwarding, etc.
• Initiated Background Investigations for 150 support staff
at Public Trust High (60 needed by 3/27 – 25 waivered or
fully adjudicated as of 1/25)
• Initiating user awareness and adoption planning
• Proofpoint Archive and eDiscovery Roles definition
13

14. Risks
Schedule:
• Schedule delayed until network connection approved
• Target Pilot (Service Ready) March 27th
• Validation of Services 3-4 weeks to ATO
• Bureau-wide migration over 2 weeks
Features and Services:
• Certificate Based authentication (Mobile Devices)
• MDM Upgrades – Good and AirWatch
• Proofpoint Archive data conversion and import
Background Investigations:
• 125 needed for operational state
• 17 @High; 23 @Moderate; 93 in progress
• 150 total submitted; 50 explicitly denied

15. Current Challenges
• Background Investigation of Microsoft Operational Team
(60 needed for pilot; 125 needed for full operational
state)
• Network Ports and Firewall Rules validation
• ESA IV Transition timing and IT Staff Preparedness
• MDM Upgrades needed for Office365 compatible
versions (Good and AirWatch)
• ATF Active Directory synchronization via MMSSPP
• Proofpoint data conversion and import (separately
funded and executed)
• Security Certification and Accreditation
• Enterprise Content Governance Policies and Procedures
15

16. Lessons Learned
The reality of “Cloud”
• Private/dedicated
• Evolving baseline
Personnel security factors
Security controls
• Consistency
• “Medium” vs. “High”
• Real vs. Aspirational

17. Expected Results
Better, more cost-effective services for ATF
Proven solution for DOJ
Validated through FedRAMP
Available to other customers (Federal,
state/local, commercial, …)

18. Questions?
Rick Holgate
Assistant Director for Science & Technology / CIO
Bureau of Alcohol, Tobacco, Firearms & Explosives (ATF)
@rickholgate

19. www.safegov.org www.iacp.org