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• <br />CITY COUNCIL MEETING DATE: <br />AUGUST 5, 2014 <br />TITLE: <br />CONTRACT AWARD TO <br />CPAC INC. FOR BARRACUDA <br />EMAIL ARCHIVING SYSTEM <br />(SPEC. NO. 14 -041) <br /><-2Z <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />UT55047iVel <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1"Reading <br />❑ Ordinance on 2ntlReading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Award a contract to CPAC Inc. for the purchase of a Barracuda email archiving system in an <br />amount not to exceed $26,800, subject to non - substantive changes approved by the City <br />Manager and City Attorney. <br />DISCUSSION <br />As part of the City's Record Retention Schedule, Resolution No. 2013 -014, the City Council <br />approved the change of the retention for City electronic mail from a period of 30 days to a period <br />of two years. This has significantly increased the volume of email to be stored and the complexity <br />of recovering selected email based on various criteria. After extensive testing and research, the <br />Information Services Operations team found the Barracuda email archiving system to be the <br />most effective device for this purpose. <br />The email archiving system is purpose -built to support compliance laws and regulations that <br />require message archiving and retrieval, such as SEC 17a -3/ -4, PCI DSS, FINRA, FOIA, HIPAA, <br />and California Public Record Act. It has high capacity storage using state -of- the -art compression, <br />comprehensive indexing, permissioning, search, legal hold, audit, and export capabilities that <br />help accelerate and simplify responding to Public Record Requests related to electronic mail. It <br />will also reduce the amount of storage on the primary electronic mail computer servers allowing <br />for overall better email performance at lower costs. Currently, the manual retrieval process takes <br />an average of four hours to restore, search and recover selected email for a single past calendar <br />day. With the Barracuda email archiving system, the process is reduced to minutes. It also meets <br />evidentiary standards. Approved City staff will be provided self- service access to their archived <br />emails in several convenient ways including Outlook, Mobile Devices, and a Web interface. <br />22C -1 <br />