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MITEC April 27, 2005

2. Hosting Centers Discussion. 3. SecondaryHigh availability24 x 7DowntownDisaster recovery, development 24 x 7Operations (Ops) CenterMid-tier and non-critical systemsStaffed during normal business hours. Hosting Centers. 4. 24 x 7 remote monitoring capabilityBackup consistencyIncreased systems availabilityBack-up powerBack-up networkBack-up systemsShared solutionsIncreased level of support.

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MITEC April 27, 2005

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    2. 2 Speak to the actual decrease amount (Governor supported your 1.5% increase over last years spend). This is over 5 million less than what you are spending today. Speak to the actual decrease amount (Governor supported your 1.5% increase over last years spend). This is over 5 million less than what you are spending today.

    3. 3 Secondary High availability 24 x 7 Downtown Disaster recovery, development 24 x 7 Operations (Ops) Center Mid-tier and non-critical systems Staffed during normal business hours

    4. 4 24 x 7 remote monitoring capability Backup consistency Increased systems availability Back-up power Back-up network Back-up systems Shared solutions Increased level of support

    5. 5 Pat’s view after 3 weeks… Tempo and trend increase of outages Servers Support Infrastructure State of remote data centers requires investment (time and money) The Bottom Line: The increased strain on existing staff to keep you up and running will leave less and less time for new servers and consolidation projects. So…

    6. 6 New implementation of servers DIT has identified the Lansing data centers with the highest risk Migrate servers to hosted environments wherever we can Considering the cost question (carefully) Offer “tiers of service” Do everything possible to hold departments harmless for migration

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    8. 8 Email Record Retention Policy Email Storage Standards

    9. 9 John Trebilcock – HAL, MITEC Sponsor Rose Wilson – DMB Deb Devine – Attorney General Dan Bojalad – Civil Rights Musette Michael – FIA Debbie Gearhart – Records Management, HAL Rich Reasner – Technical Services, DIT Lynn Draschil – Agency Services, DIT

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    12. 12 Agencies have unique needs: FOIA eligibility Legal mandates Methods of operation Existing records retention schedules Email is a communications tool Email is not a document storage tool

    13. 13 Decentralized Management Email record retention is the responsibility of each department State Records Center can help each department develop specific protocols

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    15. 15 Email Storage Standards Benefits Reduce the storage space required for non-critical emails Reasonable storage limits that meet the needs of all users Gain efficiencies Ultimately reduce costs

    16. 16 Email account size Automatic actions Archives Message size System backups

    17. 17 Standard 100 MB – default email account size (industry best practice) Must actively manage email DIT will address exceptions

    18. 18 All email account content, except trash, will be deleted after 90 days Content can be archived outside of the email system according to department protocols Trash will be emptied after 7 days User can manually delete trash sooner

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