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Attorney General’s Office Near On-Line E-Mail Archive Project Presented by Greg Harvill AGO Network Operations Manager January 23 rd, 2007 IPMA Professional Development
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About the AGO Washington state’s largest law firm. Represents state entities in litigation. Provides client advice to state entities.
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Why E-Mail First? E-Mail is most unstructured data in agency. Rapid growth required immediate attention. Reaching mailbox size limits caused inefficient business practices. Maturing market with out-of-the-box solutions.
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Business Needs Improve responsiveness to Public Records Requests. Reduce risk of being non-responsive. Lower costs associated with producing public records.
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Operational Needs Enable central searching of all messages: “Super Searchers.” Reduce size of distributed message databases. Retain records on-line in native format. Provide “isolated” environment for litigation support efforts.
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Project Objectives Gain executive sponsorship. Competitive bid; open process. Involve Business Partners early. Archive all employee mailboxes. Minimal impact to employee; seamless integration.
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Technical Requirements System support for “Single Instance Storage” of messages. Upload of Personal Storage files (PST) to separate, non-production containers. Ability for customers to delete messages. Robust searching capability including full text searching of Attachments. Central Storage within acceptable performance range.
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Project Status System is implemented. Archive of all messages older than 60 days is complete. NDA for “Super Searchers” complete. Archive for each employee mailbox. Business rules for Public Records Requests complete.
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Next Steps Implement updated Public Records Request Process. Develop Business Rules for Record Destruction. Archive additional data sources.
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Lessons Learned Having a records retention policy and schedule essential. Message archival is time consuming. Including System Engineering in RFP expedited implementation. Permitting employee deletion of messages saves costs (Compliance vs. Archive).
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Questions? IPMA Professional Development
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Thank You! IPMA Professional Development
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