Archiving and Record Retention Service Cammy Webster Assistant Director - CSD DIS Jan 23, 2007

2  Provides a solution for archival of records and e- mail  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 Proposed Service Offering

3  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 customers in early 2008  Further expansion to other customers at a later date Service Offering Timelines

4  Current DIS Exchange customers will continue to use the existing service until 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. Service Transition

5  Storage costs  Reduction in storage costs up to 80% by elimination of duplicate messages  Consolidation of 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  Reduced time and cost in fulfilling discovery requests and public record requests  Reduction in costs during legal review by elimination of duplicate messages Anticipated Agency Benefits