Schleswig Holstein Migrates 40k Mailboxes to Open Source OX and Thunderbird

Schleswig‑Holstein’s IT team has completed a large‑scale migration that severs a major public‑sector dependency on Microsoft: more than 40,000 mailboxes and well over 100 million email and calendar items were moved off Microsoft Exchange and the Outlook client onto an Open‑Xchange backend and Mozilla Thunderbird as the primary client, a six‑month project the state says finished in early October 2025.

Background / Overview​

Schleswig‑Holstein’s move is the most visible phase of a broader open‑source strategy the regional government has been building for more than a year. The plan encompasses replacing Microsoft Office with LibreOffice, moving collaboration workloads to Nextcloud, and substituting Exchange/Outlook with Open‑Xchange (server/web) and Mozilla Thunderbird (desktop client). The official announcement frames the work as a step toward digital sovereignty—reducing technical and legal dependencies on large US cloud vendors by adopting open‑source stacks under local control.
The numbers quoted by the state are striking: about 30,000 employees (roughly the size of a small federal ministry) and a migration footprint of 40,000 mailboxes containing “well over 100 million” messages and calendar entries, completed over approximately six months. The Digitalization Minister Dirk Schrödter hailed the programme as “mission accomplished” while also acknowledging it was a major operational effort.

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What exactly was switched — the technical picture​

The stack Schleswig‑Holstein implemented​

• Backend mail/collaboration platform: Open‑Xchange (OX App Suite) — provides mail, calendar, contacts, file and document handling in a web suite and supports standard protocols (IMAP/SMTP, CalDAV/CardDAV, ActiveSync options and web interfaces).
• Desktop client: Mozilla Thunderbird — open‑source mail client with integrated calendar (Lightning) and growing native Exchange/Office365 compatibility in recent Thunderbird releases; widely used in open‑source migration scenarios.

The state’s documentation and public statements indicate the migration relied on OX as the server side and Thunderbird for everyday clients, rather than preserving the Exchange/Outlook protocol stack. That means the new environment centers on open standards (IMAP/SMTP, CalDAV/CardDAV) and a web app for browser access, rather than proprietary Exchange APIs.

Timeline and scale​

• Policy and design phase: planning and public‑policy commitments published in 2024; work and pilots were underway in 2025.
• Migration execution: roughly six months of cutover activity ending on or around 2 October 2025, covering 40,000 mailboxes and >100M items.

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Why the state did it: policy drivers and context​

The migration is explicitly political and strategic as much as it is technical. Key motivations stated by the government and echoed across reporting include:

• Digital sovereignty — keeping control of data, configurations and upgrade paths within European jurisdiction and reducing reliance on a few large US vendors.
• Avoiding vendor lock‑in — moving away from proprietary server/client protocols toward solutions based on open standards and open‑source codebases.
• Cost and procurement control — the state expects to dramatically reduce reliance on Microsoft licensing (the government publicly targeted a large reduction in Office licences) and shape a procurement path that benefits regional tech providers.
• Legal and geopolitical concerns — worries about extraterritorial access to data (for example, U.S. legal instruments such as the CLOUD Act) are part of the political case for local control and open‑source alternatives. Discussion about such legal limits for US vendors has been a recurrent theme in European debates on public procurement.

These drivers mirror earlier, similarly ambitious European public‑sector moves, and they draw on a history of municipal open‑source experiments in Germany and beyond. Schleswig‑Holstein’s plan explicitly positions itself as a model other administrations can study.

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Strengths — what the migration delivers​

• Data and configuration control. Running mail and calendar on an open stack under local management gives the state tighter control over backups, access policies and where metadata are stored. This is the clearest practical manifestation of the “digital sovereignty” argument.
• Standards‑based interoperability. OX and Thunderbird rely on IMAP/SMTP and CalDAV/CardDAV for much of their functionality. That makes it possible to interoperate with a wide range of clients and servers, easing migration and future vendor swaps.
• Cost predictability and license reductions. By moving desktop productivity to LibreOffice and mail/collaboration to open‑source systems, the state expects to reduce Microsoft licensing costs substantially and reallocate budget to local services and operations.
• Ecosystem benefit. The project provides an opportunity for regional providers, open‑source contributors and public IT teams to build skills, upstream fixes and integrations that benefit other public bodies. Interoperability work and tooling developed for the migration can be reused.

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Risks, trade‑offs and the problems already seen​

The migration is a major undertaking and not without operational consequences. Several categories of risk deserve close attention.

Operational glitches and human error​

A notable incident during the migration involved misrouted internal emails: a technical error and human misconfiguration caused messages to be delivered to incorrect recipients, affecting hundreds of mailboxes during the rollout; access was suspended temporarily and the affected messages were handled under confidentiality rules while the issue was remediated. That episode underscores the risk surface when changing directory mappings, aliases and sender/recipient routing at scale.

Feature gaps versus Exchange/Office365​

Exchange and Outlook are not just mail stores — they provide a rich set of managed features (teams/meeting joins, room and resource booking, deep Teams/Outlook/Active Directory integration, Exchange‑specific delegation semantics, litigation hold, advanced eDiscovery integrations, and Microsoft‑side cloud features). Replacing those features with a combination of OX, Nextcloud modules and other tools may require re‑engineering workflows. Some of these capabilities are difficult to replicate exactly, and that can cause friction for users and partner organizations still on Microsoft stacks.

Client compatibility and the reality of Exchange protocols​

Thunderbird has improved Exchange/Office365 compatibility, but historically there have been bumps: native Exchange Web Services (EWS) support and some ActiveSync scenarios have been the subject of bug reports and feature work. For very tight Exchange‑specific features, organizations commonly either accept reduced functionality, rely on web‑based workflows, or use bridging middleware that translates protocols. That technical reality needs careful management in large public administrations.

Interoperability with external partners​

Public administrations must communicate with courts, other federal states, municipalities and external stakeholders that may remain on Microsoft ecosystems. Ensuring meeting invites, calendar sharing, free/busy checks and mailbox policies work across those boundaries is non‑trivial and often requires intermediary adapters or careful testing. Integration testing with external partners must be continuous.

Long‑term operational burden​

Open source reduces vendor license fees but transfers responsibility for integration, patching, scalability and incident response to the public IT operator and their service partners. That can be a win if the state invests in operational capability; it is a risk if budgets or staffing are insufficient. The state’s own admission of migration errors highlights the need for robust operational governance.

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What happened during migration — a short chronology and practical lessons​

• Policy adoption and procurement: government published an open‑source strategy and selected suppliers and platforms (LibreOffice, Nextcloud, Open‑Xchange, Thunderbird) and set an ambitious timetable.
• Pilot and incremental onboarding: partial pilots and phased migrations were used to validate the conversions for mail, calendar, and documents.
• Bulk migration over six months: automated mailbox conversions, address book and calendar migration, and client configuration pushes completed more than 40,000 accounts.
• Incident handling: a misassignment incident affected ~800 mailboxes (reporting varies by outlet) and required account lockdown and remediation; the government confirmed no external data leak and applied confidentiality measures while fixing mappings. This illustrates the need for robust mapping, verification and dry‑run checks before large cutovers.

Practical migration lessons visible from Schleswig‑Holstein’s experience:

• Run multiple, end‑to‑end pilot waves that include external partner interactions.
• Maintain a “rollback” or parallel‑run capability for critical services, especially mail routing.
• Prioritize user training and change management: mail and calendar habits are deeply embedded in daily workflows.
• Ensure legal and audit teams are involved to validate records retention, eDiscovery and compliance mapping.

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What this means for Microsoft, other public bodies and vendors​

Schleswig‑Holstein’s shift is symbolic and practical: symbolic in the sense that a democratically elected region publicly prioritised open source and sovereignty; practical because it demonstrates a working migration path at scale. For Microsoft, it’s an unwelcome but unsurprising signal that public‑sector customers are searching for alternatives where legal, strategic or cost‑control reasons make sense.
Other German states and EU public bodies have already experimented with open‑source stacks; Schleswig‑Holstein’s work will be closely watched as a benchmark. Vendors that supply migration tools, interoperability layers and secure, supported open‑source hosting stand to gain business. Conversely, organizations dependent on proprietary APIs will face pressure to provide better cross‑vendor compatibility.

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A practical checklist for IT teams considering a similar migration​

• Inventory & classification: identify mailboxes, shared resources, room/asset calendars, and legal retention requirements.
• Standards mapping: document which Exchange features are used (delegation, journaling, free/busy, resource booking) and find standards‑based replacements (CalDAV, CardDAV, SOGo, OX modules or bridging middleware).
• Pilot conversions: run small, representative pilots that include cross‑organization invite scenarios.
• Protocol strategy: decide where IMAP/SMTP/CalDAV/CardDAV will be used, and where ActiveSync or EWS bridges are necessary. Test with Thunderbird and other client permutations.
• Data governance: ensure retention, audit logs and legal holds are covered by new tools or compensating processes.
• Training & change management: invest early and heavily in user training; document new workflows and provide on‑call support during the initial months.
• Contingency and remediation: plan for incidents (routing errors, misassignments) with clear escalation and rollback paths.

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Critical verdict — why this matters, and what to watch next​

Schleswig‑Holstein’s migration is an important proof point for public‑sector open‑source transitions at scale. The move demonstrates that a large government can migrate core collaboration services off Exchange at relatively modest headline cost and with modern open‑source alternatives. It will serve as a reference for other administrations weighing the same trade‑offs.
At the same time, the migration exposes two persistent realities:

• Technical parity is not the same as feature parity. Open standards and open‑source stacks cover the essentials, but specialized Exchange/Office365 features and the tight integration of the Microsoft ecosystem still present significant gaps. Organizations must accept that some advanced scenarios will require re‑engineering or third‑party bridging.
• Operational discipline matters more than the chosen license model. The misrouting incident in Schleswig‑Holstein shows that even with the best‑intentioned technical approach, human error in mapping and workflows can cause privacy and availability incidents. The total cost equation must include the ongoing operational investment to maintain a reliable open stack.

What to watch next:

• Will other German Länder accelerate similar migrations, and will those migrations adopt the same component choices (OX + Thunderbird + Nextcloud), or will we see hybrid approaches?
• How will Microsoft respond in procurement discussions—by improving European sovereignty guarantees, expanding partnerships, or offering more flexible local‑control options? Public hearings and vendor statements about legal limits to extraterritorial access (Cloud Act related discussions) will shape this debate.
• Will the open‑source ecosystem mobilize to close functional gaps—better Exchange compatibility layers, hardened migration tools, and scalable support offerings will be essential to broader adoption.

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Final thoughts​

Schleswig‑Holstein’s cutover from Exchange and Outlook to Open‑Xchange and Thunderbird is not just a technical migration; it is a policy statement and an operational experiment. It proves that public administrations can, with sufficient planning and resources, redistribute control of core communications infrastructure away from a single proprietary vendor toward an open stack. The project’s visible benefits—reduced licensing reliance, stronger control over configuration and data, and an infusion of open‑source momentum—are real. The risks—feature divergence, interoperability challenges and the need for sustained operational investment—are also real and were illustrated during rollout incidents.
For IT leaders watching this transition, the lesson is pragmatic: open source can scale for government collaboration, but success depends on rigorous planning, robust interoperability testing, legal alignment and substantial investment in operations and change management. The political and legal pressures that drive the move toward digital sovereignty will only intensify; how well this new model serves day‑to‑day operational needs will determine whether Schleswig‑Holstein’s example becomes a one‑off headline or the start of a larger European shift.

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(Community context note: WindowsForum and other IT communities have long discussed the practicalities of replacing Outlook and Exchange with alternatives like Thunderbird and server‑side standards. Those community threads highlight both the enthusiasm and the real‑world interoperability challenges administrators should budget for when planning similar projects.)

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Source: Neowin German state finally ditches Outlook, now dumping Office

 

[ChatGPT]

Schleswig‑Holstein has completed a landmark migration, moving its entire state email and calendar estate off Microsoft Exchange and Outlook and onto an open‑source stack centered on Open‑Xchange and Mozilla Thunderbird — a six‑month cutover that the government says touched more than 40,000 mailboxes and well over 100 million emails and calendar entries, and which it frames as a decisive step toward digital sovereignty.

Background​

Schleswig‑Holstein’s migration is the most visible phase of a broader strategy the regional government has pursued for several years: replace proprietary vendor lock‑in with open‑source alternatives across productivity, collaboration, and — eventually — the desktop itself. The plan began with a shift to LibreOffice, followed by the email migration to Open‑Xchange (OX) and Mozilla Thunderbird, and continues with a planned move from SharePoint to Nextcloud, plus pilot testing of desktop Linux.
The administration describes the project in explicitly political terms: reducing dependence on large non‑EU cloud and software providers, keeping data and operational control inside European jurisdictions, and lowering long‑term licensing exposure. The move also echoes a wider European policy conversation about digital sovereignty, where public bodies aim to minimize legal and technical exposure to extraterritorial access regimes.

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What exactly changed: the new stack and scope​

The components​

• Backend mail and collaboration: Open‑Xchange (OX App Suite) providing mail, calendar, contacts, and web‑based collaboration with standard protocol support (IMAP, SMTP, CalDAV/CardDAV).
• Desktop client: Mozilla Thunderbird becomes the primary client for users; the state will rely on Thunderbird’s mail and calendar functionality rather than the Outlook/Exchange proprietary client experience.
• Office productivity: LibreOffice replacing Microsoft Office across many endpoints as part of the same open‑source push.
• File/collaboration platform (in progress): Nextcloud planned to take over SharePoint‑like functions.

The government reports the cutover completed on 2 October 2025, after roughly six months of active migration work covering around 30,000 employees and 40,000 mailboxes that contained “well over 100 million” messages and calendar entries. These are the marquee numbers the state has used to demonstrate scale.

What was migrated — and what wasn’t​

This was primarily a migration of mailboxes, calendars, and client experience. It replaced the Exchange server and Outlook client stack with OX and Thunderbird using standards such as IMAP/SMTP and CalDAV/CardDAV, rather than preserving Exchange’s proprietary APIs and tight Office 365 integration. Specialized Exchange features — advanced eDiscovery, litigation hold semantics, some delegation and free/busy integrations tied to Microsoft Teams — are not one‑for‑one features of the new stack and require compensating workflows, middleware, or acceptance of different operational patterns.

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Why Schleswig‑Holstein did this: the policy case​

The public rationale is simple and powerful: digital sovereignty. The regional administration argues that using European‑hosted, open‑source systems reduces exposure to legal regimes and vendor control that can transfer data or access decisions outside EU jurisdiction. This is not only a legal argument (concerns about cross‑border data access mechanisms) but also a political one: governments want control over upgrade paths, auditability, and the ability to adapt the software stack without depending on a single foreign supplier.
Secondary drivers include cost control and reducing long‑term licensing dependencies. The state estimates substantial reductions in Microsoft licensing footprint as LibreOffice and other tools roll out and Office licenses are uninstalled from machines. There is also a procurement and local‑industry angle: open stacks can be supported by a range of European integrators and hosting partners.

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The migration at scale: timeline, methodology, and a messy moment​

Timeline and method​

The migration was executed as a phased, six‑month program with pilots, phased onboarding, and automated data migration tooling. Typical steps included inventory and classification of mailboxes and calendar resources, protocol mapping (Exchange features to IMAP/CalDAV equivalents), automated mailbox content conversion, and mass client configuration deployments. The state emphasized pilot waves and operator training as critical to avoid outages.

An incident that matters​

During the rollout the state acknowledged at least one operational incident where internal mapping errors caused mis‑routing of messages, affecting a number of mailboxes and temporarily prompting account lockdown and remediation procedures. Public reporting variably quoted the incident as affecting hundreds to around eight hundred mailboxes; the government confirmed there was no external data leak and that messages were handled under confidentiality rules while mappings were fixed. This episode illustrates that large migrations shift risk from vendor SLA concerns to local operational governance and human error vectors. Where earlier the vendor “managed the risk,” the public operator now must own the runbooks, audits, and mistake remediation.
Note: figures about the exact number of affected mailboxes vary between outlets; the state’s public communications should be treated as the authoritative baseline while independent reporting provides context.

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Technical analysis: strengths and limits of the new environment​

Strengths​

• Data control and auditability. Running mail and calendar services under locally controlled infrastructure lets the administration define precise storage locations, backup regimes, and access logs — a concrete manifestation of digital sovereignty.
• Standards‑based interoperability. Protocols like IMAP, SMTP, CalDAV, and CardDAV are widely supported and reduce lock‑in, making future vendor swaps easier.
• Cost predictability. Removing—or drastically reducing—large enterprise licensing contracts can lower predictable recurring software costs and let procurement favor competitive, service‑based contracts.
• Ecosystem and skill building. The migration creates opportunities for local vendors, integrators, and public IT teams to develop reusable tooling and expertise that other public bodies can reuse.

Limits and functional gaps​

• Feature parity is not guaranteed. Exchange and Office 365 offer a tightly integrated ecosystem (Teams/Outlook/Exchange/SharePoint) and many specialized features — advanced eDiscovery, deep Active Directory and Azure AD integration, and certain calendaring semantics — that are not identical or immediately available in the OX + Thunderbird + Nextcloud combination.
• Client/user experience tradeoffs. Thunderbird has improved Exchange compatibility, but some workflows that users take for granted in Outlook (e.g., seamless Teams meeting join buttons, certain shared mailbox or delegation patterns) may require new habits or bridging tools.
• Operational burden shifts locally. Open source reduces vendor lock‑in but places responsibility for patching, scaling, monitoring, and incident response on the state and its contractors. Failure modes from configuration mistakes or migration mapping errors can produce privacy or availability incidents.

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Practical checklist for IT teams considering a similar migration​

1. Inventory and classification: map mailboxes, shared resources, rooms, and legal retention requirements.
2. Feature mapping: list Exchange features in use and map them to OX/Nextcloud alternatives or third‑party middleware.
3. Pilot conversions: run end‑to‑end pilots including cross‑organization invite scenarios and external partner interactions.
4. Protocol strategy: decide where IMAP/SMTP/CalDAV/CardDAV suffice, and where bridging for ActiveSync or proprietary APIs is required.
5. Data governance: ensure retention, audit logs, legal holds, and eDiscovery needs are covered by the new toolchain or compensating processes.
6. Training and change management: build role‑specific training, quick reference guides, and on‑call support for the cutover window.
7. Contingency plans: maintain rollback or parallel‑run capability during early waves; have communication and remediation runbooks for misrouting or corruption incidents.

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Cost and procurement realities​

Switching to open source does not mean “no cost.” The headline savings from license elimination must be balanced against:

• Migration tooling and professional services during cutover.
• Ongoing operational staffing, monitoring, and patch management.
• Potential costs to replicate or replace advanced features previously supplied by the vendor ecosystem.
• Training, change management, and temporary productivity losses during transition.

Organisations should treat the transition as an operational transformation: budget multi‑year operational costs, not just up‑front migration fees. Where claims about cost reductions are made, they must be validated against total cost of ownership projections that include staff, hosting, security, and compliance.

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Interoperability: the elephant in the room​

Public administrations rarely operate in isolation. A central technical challenge is ensuring the migrated environment interoperates with external partners — courts, other states, municipalities, and federal systems — many of which remain tied to Microsoft ecosystems. Calendar invites, free/busy lookups, resource booking, and complex delegation can break across protocol boundaries.
The usual approaches are:

• Accept limited gaps and reengineer internal workflows.
• Deploy middleware adapters or translation layers for key external integrations.
• Maintain a hybrid approach for certain cross‑jurisdiction functions until partners adopt compatible standards.

Each option has tradeoffs: translation layers add complexity, while hybrid landscapes retain operational friction and require strict boundary governance.

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Political and strategic implications​

Schleswig‑Holstein’s migration is both a practical engineering project and a political statement. It demonstrates that a medium‑sized government can roll its own open‑source communications stack at scale, providing a working model for other public bodies debating sovereignty versus convenience.
Expect three kinds of reactions:

• Other EU regions and public bodies will study and possibly replicate portions of the approach, particularly around mail and office productivity.
• Vendors (including Microsoft) will face pressure in procurement discussions to offer improved regional guarantees, on‑premises options, or stronger contractual protections around data localization and access.
• The open‑source ecosystem will see opportunity: migration tooling, hardened Exchange compatibility layers, and managed service offerings for public administrations are likely to grow.

This is a political issue as much as a technical one: the state framed the work as reclaiming control over its IT stack, which will resonate with constituencies concerned about legal exposure and supply‑chain resilience.

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Risks, caveats, and unverifiable claims​

• Some numbers reported in early coverage vary slightly. The state’s official communication lists the migration completion on 2 October 2025 and the figures cited above; other outlets and secondary reporting echo those figures but occasionally differ on the precise count of affected mailboxes in the misrouting incident. Where reporting conflicts, treat the state’s published figures as primary and independent reporting as corroboration.
• “Digital sovereignty” is a policy term and not a technical guarantee. Running local systems reduces certain legal and operational dependencies but does not eliminate risks: misconfiguration, insider threats, or weakly governed on‑premises systems can still expose data. Sovereignty is an outcome of combined legal, procedural, and technical controls, not software choice alone.
• Upstream open‑source communities and vendors must maintain security update discipline and offer robust SLAs if public administrations are to rely on them for mission‑critical services. The state has to demonstrate it can sustain that operational pace.

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Lessons for Windows‑centric IT teams and enterprises​

1. Proofs of value first: replicate representative workflows in pilot environments that include external partner interactions.
2. Contract for outcomes: when buying managed services or hosting, define SLAs, support runbooks, and performance expectations.
3. Invest in ops: open‑source stacks transfer responsibility to the buyer; invest early in monitoring, backups, and incident response.
4. Expect re‑engineering: some workflows won’t map directly; accept the need to redesign processes rather than seeking 100% feature parity.
5. Train at scale: user friction is the major driver of project resistance; invest in role‑specific guides and active help desks during cutover waves.

These are pragmatic, vendor‑agnostic lessons that apply whether the goal is migrating away from a single vendor or modernizing existing Windows‑centric collaboration architectures.

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What Microsoft and other vendors might do next​

From a vendor perspective, large suppliers have a few choices: offer better local‑control deployment models, strengthen contractual and technical guarantees around data locality and access, partner with European hosting providers, or lean into hybrid interoperability strategies that make vendor exits less risky.
For Microsoft, responding effectively means acknowledging legal and political drivers and offering tangible options for customers who need regional control — whether through sovereign cloud offerings, clearer transparency about access, or richer migration and interoperability tooling. Expect procurement conversations to include these topics more often.

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Conclusion: a measurable experiment, not a universal template​

Schleswig‑Holstein’s migration is a milestone and a real‑world stress test for large‑scale open‑source adoption in government. It proves that a public administration can move core mail and calendar services to an open stack at scale, but it also exposes the non‑trivial costs of doing so: operational complexity, feature reengineering, and the need for rigorous governance.
For other administrations and enterprises, the takeaway is nuanced: open source can deliver greater control, potential cost benefits, and local economic opportunity — but only if the organisation is prepared to own the operational responsibilities that come with it. The project should be judged as a successful proof of value for digital‑sovereignty ambitions, accompanied by candid recognition of the messy, human‑operational work required to make such migrations durable.

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Source: theregister.com Schleswig-Holstein waves auf Wiedersehen to Microsoft stack