Enterprise E-mail Archiving, Retention and Discovery System

Jim AlbertDeputy DirectorDepartment of Information ServicesApril 19th 2007

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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 thatwill meet their legal needs for records retention, public disclosure and legal discovery.

Vision

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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

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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

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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

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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?