1. 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

2. About the AGO  Washington state’s largest law firm.  Represents state entities in litigation.  Provides client advice to state entities.

3. 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.

4. Business Needs  Improve responsiveness to Public Records Requests.  Reduce risk of being non-responsive.  Lower costs associated with producing public records.

5. 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.

6. Project Objectives  Gain executive sponsorship.  Competitive bid; open process.  Involve Business Partners early.  Archive all employee mailboxes.  Minimal impact to employee; seamless integration.

7. 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.

8. 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.

9. Next Steps  Implement updated Public Records Request Process.  Develop Business Rules for Record Destruction.  Archive additional data sources.

10. 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).

11. Questions? IPMA Professional Development

12. Thank You! IPMA Professional Development