Transcript Department of Information Services - Cammy Webster

E-mail Archiving and Record
Retention Service
Cammy Webster
Assistant Director - CSD
DIS
Jan 23, 2007
Proposed Service Offering
 Provides a solution for archival of records and email
 Provides the ability to respond quickly and
effectively to requests for public records,
preservation orders and evidentiary discovery
 Manages records with a records repository
 Provides easy search of content with fast near
line access to records
 Provides a secure environment for the data and
24X7 support
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Service Offering Timelines
 Formulation of product development teams that will
define product requirements and processes
 Award a contract for procurement of archive and
search software products and technical infrastructure
in Spring 2007
 Implement infrastructure by Fall late 2007
 Initial use by DIS corporate in late 2007 to validate
systems
 Expanded use to existing DIS e-mail customers in
early 2008
 Further expansion to other customers at a later date
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E-mail Service Transition
 Current DIS Exchange customers will continue to use the
existing service until e-mail archiving is in place
 Once the new service is provisioned it will be offered to our
current DIS Exchange customers
 After existing DIS exchange customers have been
transitioned new customers will be added. Use of the service
will require participation in the statewide Enterprise Active
Directory and a connection to the State Government Network.
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Anticipated Agency Benefits
 Storage costs
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Reduction in storage costs up to 80% by elimination of duplicate messages
Consolidation of e-mail from multiple platforms
Reduce risk and liability for agencies by elimination of PST files
Free up costly storage on local LAN drives by eliminating PST files
 Operational efficiency
 Advanced state of the art search capabilities that get to relevant responsive
documents quickly
 Provide a centralized archive which will result in more uniform retention
practices
 Reduced backup window and availability of messaging systems
 Organizational productivity
 Direct user access to archive
 Reduced IT burden in recovering user mailbox data
 Retrieval (discovery) costs
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 Reduced time and cost in fulfilling discovery requests and public record
requests
 Reduction in costs during legal review by elimination of duplicate messages