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AI- 43159

Commissioners Court

Meeting Date:	07/10/2017
Request for “Email Archive Replacement Project” approval and Budget Amendment
Submitted By:	Christina Divers
Department:	Information Technology
Request Type:	CONSENT	Agenda Area:	Miscellaneous

Information

Department Action

The Information Technology Department would like to request approval from Commissioner’s Court to utilize savings from completed “Image Network Storage Solution Project”, Account#001-0619-414.90-50, Project Code#: Q06207 to cover funding for “Email Archive Replacement Project” in the amount of $80,000.00. This project has been requested in the FY2018 Budget, but if approved now to use the left over funds from the “Image Network Storage Solution Project” the request will be removed from the FY2018 Budget.

FY2018 Budget - Program Improvement Information:

Current situation: Currently using a solution, which has limitations on the search capabilities and lacks the granularity required by some legal situations. Also new requirements in having certain individuals emails kept for 4 years has increased the need of a system, which can provide us the best scenario for emails like storage, indexing, and searching these archives.

Detailed description: Upgrading or replacing Collin County's email archive would provide a better environment for searching our email infrastructure when cases arises of needing to pull emails for legal, employee relations, or public information requests. Providing us with search capabilities of for our 4 year and 6 month retention policy. Upgrading or replacing this current software, would also give us a benefit when upgrading our Exchange email environment by providing Collin County with a compatible version of an archiving solution on a new operating system.

Please note that there is no requirements pending that requires the project to begin before FY2018 adopted budget.

Caren Skipworth with the Information Technology Department will be available for questions.

Purchasing Department Action

No action by Purchasing at this time, if approved Purchasing policies and procedures will apply.

HR and/or IT Action

Budget Department Action

Request is for the creation of a new project for an Email Archive Replacement and required budget adjustment for the same in the amount of $80,000. Funding to come from a completed Image Network Storage Solution Project. Request was originally submitted as an FY 2018 Department Improvement through the budget process and is being considered. See attached memo for more research. General Fund (001).

Auditor's Office Action

Funds available in the General Fund. Budget amendment will be processed upon approval.

Commissioners Court

Utilization of savings from the completed Image Network Storage Solution Project to cover funding for the Email Archive Replacement Project and budget amendment in the amount of $80,000 for same, Information Technology.

Budget Information

Information about available funds

Budgeted:

Funds Available:

Adjustment:

Amount Available:

80,000

Unbudgeted:

Funds NOT Available:

Amendment:

Account Code(s) for Available Funds
1:	001-0619-414.90-50 / NEW

Fund Transfers

Remarks:

FY 2017 Budget Adjustment Totaling $80,000.

Trans Amt:

80,000

From:

001-0619-414.90-50/ Q06207

To:

001-0619-414.90-50/ NEW

Dept. Name:

Additional Line Items:

Remarks:

Attachments
Court Order
Email Archive Replacement Project
Budget Memo