1. Enterprise E-mail Archiving, Retention and Discovery System Jim Albert Deputy Director Department of Information Services April 19 th 2007

2. 2 Implement an E-mail Archiving, Retention and Discovery System that will allow agencies to leverage Enterprise Active Directory in order to take advantage of a centralized e-mail archiving system on state of the art storage media that will meet their legal needs for records retention, public disclosure and legal discovery. Vision

3. 3  Provide a quality, reliable, cost-effective, enterprise-based information technology service for the State of Washington  Create an archive that can be expanded to other communication and document repositories in the future.  Provide a solution that includes indexing, a robust search engine, litigation hold, the ability to set retention rules on e- mail and attachments, and advanced e-discovery tools based on content analytics.  Assist agencies to effectively management information and respond to requirements for:  e-mail optimization  records retention  public records requests  records preservation  evidentiary discovery Goals

4. 4  Reduced risk and liability  Faster responses to requests for discovery and public records More uniform retention practices  Increased productivity Direct user access to the archive  Reduced costs Reduction in storage requirements Free up expensive storage on LAN drives Eliminate duplicate messages More uniform retention practices Better search results  Reduce IT burden Less burden on IT staff to recover mailbox data Anticipated Agency Benefits

5. 5  Apparently Successful Vendor announced  Award a contract for procurement of archive software product and technical infrastructure - Spring 2007  RFI/RFQQ for e-discovery tool - Jan 2008  Implement pilot infrastructure - Fall 2007  Implement pilot for internal DIS - late 2007  Expand use to agencies - Jan 2008  Acquire e-discovery tool - June 2008  Deploy e-discovery tool - Nov 2008 Service Offering Timelines

6. 6  Agencies will need to prepare prior to being able to join the service  Review existing archival policies to determine deficiencies  Update internal policies and procedures  Train your staff on the new policies How can agencies prepare?