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  • Responsive Documents - CREW: NOAA: Regarding Record Management and Cloud Computing (6/24/2011 FOIA Requests) : 8/22/2011 - Foia Crew Brief 4aug2011

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    On June 24, 2011, CREW filed a Freedom of Information Act request with the Army Corps of Engineers, Department of Agriculture, Department of Commerce, Department of Energy, Department of Health and Human Services, Department of Labor, Department of Veterans Affairs, General Services Administration, National Archives and Records Administration, and National Oceanic and Atmospheric Administration, seeking all records reflecting how these agencies and departments plan to fulfill their records management requirements after they move their email systems to a cloud computing environment. The National Archives and Records Administration (NARA) has recognized the many records management challenges associated with cloud computing and issued guidance (NARA Bulletin 2010-04, Guidance on Managing Records in Cloud Computing Environment) to all agencies. Several of these agencies and departments have already moved their emails to a cloud computing environment, or are in the process of moving their email systems to a cloud. Others are still in the information gathering stage. CREW seeks information on what steps these agencies and departments have taken to comply with the bulletin as well as records between these departments and agencies and cloud computing providers, such as Google or Microsoft.

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    Responsive Documents - CREW: NOAA: Regarding Record Management and Cloud Computing (6/24/2011 FOIA Requests): 8/22/2011 - Foia Crew Brief 4aug2011

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    On June 24, 2011, CREW filed a Freedom of Information Act request with the Army Corps of Engineers, Department of Agriculture, Department of Commerce, Department of Energy, Department of Health and Human Services, Department of Labor, Department of Veterans Affairs, General Services Administration, National Archives and Records Administration, and National Oceanic and Atmospheric Administration, seeking all records reflecting how these agencies and departments plan to fulfill their records management requirements after they move their email systems to a cloud computing environment. The National Archives and Records Administration (NARA) has recognized the many records management challenges associated with cloud computing and issued guidance (NARA Bulletin 2010-04, Guidance on Managing Records in Cloud Computing Environment) to all agencies. Several of these agencies and departments have already moved their emails to a cloud computing environment, or are in the process of moving their email systems to a cloud. Others are still in the information gathering stage. CREW seeks information on what steps these agencies and departments have taken to comply with the bulletin as well as records between these departments and agencies and cloud computing providers, such as Google or Microsoft.

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    70 views7 pages

    Responsive Documents - CREW: NOAA: Regarding Record Management and Cloud Computing (6/24/2011 FOIA Requests) : 8/22/2011 - Foia Crew Brief 4aug2011

    Uploaded by

    CREW
    On June 24, 2011, CREW filed a Freedom of Information Act request with the Army Corps of Engineers, Department of Agriculture, Department of Commerce, Department of Energy, Department of Health and Human Services, Department of Labor, Department of Veterans Affairs, General Services Administration, National Archives and Records Administration, and National Oceanic and Atmospheric Administration, seeking all records reflecting how these agencies and departments plan to fulfill their records management requirements after they move their email systems to a cloud computing environment. The National Archives and Records Administration (NARA) has recognized the many records management challenges associated with cloud computing and issued guidance (NARA Bulletin 2010-04, Guidance on Managing Records in Cloud Computing Environment) to all agencies. Several of these agencies and departments have already moved their emails to a cloud computing environment, or are in the process of moving their email systems to a cloud. Others are still in the information gathering stage. CREW seeks information on what steps these agencies and departments have taken to comply with the bulletin as well as records between these departments and agencies and cloud computing providers, such as Google or Microsoft.

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    of 7

    NOAA Unified Messaging Service

    August 4, 2011

    Background
    NOAAs current email and calendar infrastructure no longer effectively supports mission requirements and is not integrated with mobile devices Retrieval of email data for litigation holds and FOIA requests are extremely time consuming and costly. NOAA decided to leverage currently available, cost-effective, viable cloudbased solutions which are supported by DOC policy and aligned with OMB cloud-based initiatives The UMS project team engaged with Line Office and industry experts to develop functional requirements for the NOAA cloud-based UMS, and completed a thorough, objective acquisition process Award was made June 2nd to Earth Resources Technologies, Inc. of Laurel Md. to migrate and support 25,000 users. First pilot participants will be moving in mid-September

    ERT Solution
    What we are getting
    Google Apps for Government
    Email, Calendar and Collaboration provided by Google Highly reliable, integrated, scalable, instant account provisioning

    BlackBerry support provided as a service


    Highly reliable, contractor provided infrastructure Instant two-way synchronization for calendar and email

    Enhanced e-Discovery capabilities for easy data retrieval


    Extremely fast global search by keyword, and retention tagging for litigation hold

    Records Management Requirements in PWS


    Requirement: Records Management, PWS Section 4.2a.05, pg 13 Compatibility with commercially available Electronic Document / Records Management Systems (EDMS). UMS Compliance: Google provides well documented Application Programming Interfaces (API) that provide clean on-ramps and off-ramps to data stored in Google Apps. This approach has been proven with many third party applications that have taken advantage of these APIs. These APIs can be used to integrate with existing EDMS systems.

    Records Management Requirements in PWS


    Requirement: Export, PWS Section 4.2g.01, pg 14 Support the ability to export all NOAA data into a recognized open data format. UMS Compliance: Google has published APIs and entire teams dedicated to helping customers export their data for reporting and repatriation. The process and data formats exportable from each product in the Google suite is very extensive and covers just about every open and commercially available format. These include, but are not limited to: Email: mbox or pst; Calendar: iCAL, Contacts: .csv

    Records Management Requirements in PWS


    Requirement: Retention, PWS Section 4.2a.04, pg 12 Provide a retention period in accordance with National Archives and Records Administration (NARA) guidance. UMS Compliance: Google Message Discovery (GMD) captures, indexes, and retains message data in a usable format for the duration of the contract (currently 3 years), and may be extended as required. It is to be the immutable archive of all incoming and outgoing email messages. It provides on-demand searches by date range, sender, recipient, subject, content, or a range of other parameters. Retention rules can be applied as needed.

    Questions?

    Thank you!

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