Professional Documents
Culture Documents
rogers
From: JackeA.Zeiher/IEC/CO/GSA/GOV
03/21/201110:32PM
Attached is summary of a recommended strategy based on discussions and research last week. Please review so we can meet and finalize tomorrow and ready for Sally, Sonny, and John Cornell's concurrence. Thanks for all your brainstorming and input. Jacke Z 202-501-8970 -GMailRetentionPolicyRecommendation.docx
Please review and advise when ready to brief Sonny and Casey. Thank you. Jacke Z 202-501-8970 -GMailRetentionPolicyRecommendation3_26_11.docx
Okay, so individual user's mail has no limits, timewise except for the 30 day trash. Size limitation is 25g. GMD limitation is 180 days unless they have been put on lit hold. My only comments are moreso that users need to be trained/educated as to proper methods of document management and we really don't have a document management system.
----- Original Message ----From: sally.perry@gsa.gov [mailto:sally.perry@gsa.gov] Sent: Tuesday, March 22, 2011 07:40 AM To: debra.chapper@gsa.gov <debra.chapper@gsa.gov> Cc: derrick.rogers@gsa.gov <derrick.rogers@gsa.gov>; jacke.zeiher@gsa.gov <jacke.zeiher@gsa.gov> Subject: email policy
thx
Sally J Perry Office of Chief Information Officer Office of Enterprise Infrastructure 202.501.2871 ----- Forwarded by Sally J. Perry/IOP/CO/GSA/GOV on 03/22/2011 07:39 AM -----
From:
Jacke A. Zeiher/IEC/CO/GSA/GOV
Date:
03/21/2011 10:32 PM
Subject:
Attached is summary of a recommended strategy based on discussions and research last week. Please review so we can meet and finalize tomorrow and ready for Sally, Sonny, and John Cornell's concurrence. Thanks for all your brainstorming and input.
Sonny, AttachedisarecommendedsolutiontotheGmailretentionchallenge.Therecommendedsolutionisbased onyoursuggestiontolimittheGMDto180dayswhileenablingalimitlessindividualGmailaccountsin supportofZEF-basedworkspace. TherecommendedsolutionhasbeencoordinatedwiththeccaddresseesandwithSkipPetersonandJoe VitaliaofUnisys.JoeconsultedwithGoogleandrepsfromGoogleparticipatedinoneofourmeetings. SallyhasbriefedCaseyattheGmailprogressmeetingFridayandhasgainedherconcurrence. Furthermore,SallyandImetwithLydiaandTeresaBlaketounderstandanycontractimplications;allis workable. IhavealsoincludedalistofimplementationstepsforIAandIEactiononceyouconcurwiththe recommendation. Inthemeantime,IwillincludetherecommendedretentionrulesinthedraftElectronicMessagingdirective. MayIalsorequestthatRobertSmuddebeinvitedtoGmailplanningmeetingsinfuturetoensuresmooth implementationofthepolicy,recordsmanagement,andrelateddocumentmanagementpiecesofmigrating toGmail. Pleaseadviseconcurrencetoproceedand,ofcourse,happytosetupameetingwithyouifyousodesire. I'dlikealsotothankallofthoseinthecclineforgreatteamworktowardreachingthisrecommendedsolution, especiallyNateZuckerberg,whohasdonemostofthelegworkfromatechnicalarchitecturalstandpoint,and JohnCornell,whohasprovidedexcellentlegaleaglesupport.
Please review and advise when ready to brief Sonny and Casey. Thank you. Jacke Z 202-501-8970 -GMailRetentionPolicyRecommendation3_26_11.docx
----- Original Message ----From: Debra Chapper [debra.chapper@gsa.gov] Sent: 03/22/2011 08:58 AM AST To: Sally Perry Cc: Derrick Rogers; Jacke Zeiher; Nathan Zuckerberg Subject: Re: email policy
Okay, so individual user's mail has no limits, timewise except for the 30 day trash. Size limitation is 25g. GMD limitation is 180 days unless they have been put on lit hold. My only comments are moreso that users need to be trained/educated as to proper methods of document management and we really don't have a document management system.
----- Original Message ----From: sally.perry@gsa.gov [mailto:sally.perry@gsa.gov] Sent: Tuesday, March 22, 2011 07:40 AM To: debra.chapper@gsa.gov <debra.chapper@gsa.gov> Cc: derrick.rogers@gsa.gov <derrick.rogers@gsa.gov>; jacke.zeiher@gsa.gov <jacke.zeiher@gsa.gov> Subject: email policy
thx
Sally J Perry Office of Chief Information Officer Office of Enterprise Infrastructure 202.501.2871 ----- Forwarded by Sally J. Perry/IOP/CO/GSA/GOV on 03/22/2011 07:39 AM -----
From:
Jacke A. Zeiher/IEC/CO/GSA/GOV
Date:
03/21/2011 10:32 PM
Subject:
Attached is summary of a recommended strategy based on discussions and research last week. Please review so we can meet and finalize tomorrow and ready for Sally, Sonny, and John Cornell's concurrence. Thanks for all your brainstorming and input. Jacke Z 202-501-8970 (See attached file: GMail Retention Policy Recommendation.docx)
Thanku.Sorryforlvinguoffdistro,deb.Iamoutthisambutnatecananswerquestions.Thankusomuch. Addandmodasuthinkapprop.Z SallyJ.Perry -----OriginalMessage----From:Sally J. Perry Sent:03/22/2011 06:40 AM CDT To:Debra Chapper Cc:Derrick Rogers; Jacke Zeiher Subject:email policy Deb-pleasereviewandprovidecommentstoJacke.thx SallyJPerry OfficeofChiefInformationOfficer OfficeofEnterpriseInfrastructure 202.501.2871
-----ForwardedbySallyJ.Perry/IOP/CO/GSA/GOVon03/22/201107:39AM----From: To: Cc: Date: Subject: JackeA.Zeiher/IEC/CO/GSA/GOV NathanA.Zuckerberg/IA/CO/GSA/GOV@GSA,robert.smudde@gsa.gov,derrick.rogers@gsa.gov DaryleM.Seckar/IE/CO/GSA/GOV@GSA,SallyJ.Perry/IOP/CO/GSA/GOV@GSA,JohnE. Cornell/LP/CO/GSA/GOV@GSA 03/21/201110:32PM
Attached is summary of a recommended strategy based on discussions and research last week. Please review so we can meet and finalize tomorrow and ready for Sally, Sonny, and John Cornell's concurrence. Thanks for all your brainstorming and input. Jacke Z 202-501-8970 [attachment"GMailRetentionPolicyRecommendation.docx"deletedbyJackeA.Zeiher/IEC/CO/GSA/GOV]
Okay, so individual user's mail has no limits, timewise except for the 30 day trash. Size limitation is 25g. GMD limitation is 180 days unless they have been put on lit hold. My only comments are moreso that users need to be trained/educated as to proper methods of document management and we really don't have a document management system. ----- Original Message ----From: sally.perry@gsa.gov [mailto:sally.perry@gsa.gov] Sent: Tuesday, March 22, 2011 07:40 AM To: debra.chapper@gsa.gov <debra.chapper@gsa.gov> Cc: derrick.rogers@gsa.gov <derrick.rogers@gsa.gov>; jacke.zeiher@gsa.gov <jacke.zeiher@gsa.gov> Subject: email policy Deb- please review and provide comments to Jacke. thx Sally J Perry Office of Chief Information Officer Office of Enterprise Infrastructure 202.501.2871 ----- Forwarded by Sally J. Perry/IOP/CO/GSA/GOV on 03/22/2011 07:39 AM ----From: Jacke A. Zeiher/IEC/CO/GSA/GOV To: Nathan A. Zuckerberg/IA/CO/GSA/GOV@GSA, robert.smudde@gsa.gov, derrick.rogers@gsa.gov Cc: Daryle M. Seckar/IE/CO/GSA/GOV@GSA, Sally J. Perry/IOP/CO/GSA/GOV@GSA, John E. Cornell/LP/CO/GSA/GOV@GSA Date: 03/21/2011 10:32 PM Subject: Attached is summary of a recommended strategy based on discussions and research last week. Please review so we can meet and finalize tomorrow and ready for Sally,
Sonny, and John Cornell's concurrence. Thanks for all your brainstorming and input. Jacke Z 202-501-8970 (See attached file: GMail Retention Policy Recommendation.docx)
OnTue,Mar22,2011at5:19PM,<jacke.zeiher@gsa.gov>wrote:
Derrick,
I want to make sure everyone is really on board with this before Sally and I would go forward to Sonny as our consensus solution.
Please review the information provided by Google and incorporated in our document regarding a way for sys admin to search gmail. If it makes sense to you, please concur by return e-mail. If not, please advise as well.
Sally, Let's you and I discuss the contract/funding implications as a last detail before providing to Sonny. Thanks.
Jacke Z 202-501-8970
03/22/2011 08:58 AM
Okay, so individual user's mail has no limits, timewise except for the 30 day trash. Size limitation is 25g.
GMD limitation is 180 days unless they have been put on lit hold.
My only comments are moreso that users need to be trained/educated as to proper methods of document management and we really don't have a document management system.
----- Original Message ----From: sally.perry@gsa.gov [mailto:sally.perry@gsa.gov] Sent: Tuesday, March 22, 2011 07:40 AM To: debra.chapper@gsa.gov <debra.chapper@gsa.gov> Cc: derrick.rogers@gsa.gov <derrick.rogers@gsa.gov>; jacke.zeiher@gsa.gov <jacke.zeiher@gsa.gov> Subject: email policy
thx
Sally J Perry Office of Chief Information Officer Office of Enterprise Infrastructure 202.501.2871 ----- Forwarded by Sally J. Perry/IOP/CO/GSA/GOV on 03/22/2011 07:39 AM -----
From:
Jacke A. Zeiher/IEC/CO/GSA/GOV
To:
Nathan A. Zuckerberg/IA/CO/GSA/GOV@GSA,
robert.smudde@gsa.gov, derrick.rogers@gsa.gov
Cc:
Date:
03/21/2011 10:32 PM
Subject:
Attached is summary of a recommended strategy based on discussions and research last week.
Please review so we can meet and finalize tomorrow and ready for Sally, Sonny, and John Cornell's concurrence.
http://www.google.com/enterprise/marketplace/viewListing?productListingId=4550+124446147635 56891731
Nate,Weloveyourarchitecturepictures--bighelp--andneedaminorcorrectionandafewmoredetailedpics ofscenarios,suchaswhathappenswhenane-mailiscreatedingmail,deletedingmail,etc. Thanks,all.Wearegettingthere! JackeZ 202-501-8970 DerrickRogers<derrick.rogers@gsa.gov>
OnTue,Mar22,2011at5:19PM,<jacke.zeiher@gsa.gov>wrote:
Derrick,
JackeZ 202-501-8970
Okay, so individual user's mail has no limits, timewise except for the 30 day trash. Size limitation is 25g. GMD limitation is 180 days unless they have been put on lit hold. My only comments are moreso that users need to be trained/educated as to proper methods of document management and we really don't have a document management system.
----- Original Message ----From: sally.perry@gsa.gov [mailto:sally.perry@gsa.gov] Sent: Tuesday, March 22, 2011 07:40 AM To: debra.chapper@gsa.gov <debra.chapper@gsa.gov> Cc: derrick.rogers@gsa.gov <derrick.rogers@gsa.gov>; jacke.zeiher@gsa.gov <jacke.zeiher@gsa.gov> Subject: email policy
thx
Sally J Perry Office of Chief Information Officer Office of Enterprise Infrastructure 202.501.2871 ----- Forwarded by Sally J. Perry/IOP/CO/GSA/GOV on 03/22/2011 07:39 AM -----
From:
Jacke A. Zeiher/IEC/CO/GSA/GOV
Date:
03/21/2011 10:32 PM
Subject:
Attached is summary of a recommended strategy based on discussions and research last week. Please review so we can meet and finalize tomorrow and ready for Sally, Sonny, and John Cornell's concurrence. Thanks for all your brainstorming and input. Jacke Z 202-501-8970 (See attached file: GMail Retention Policy Recommendation.docx)
Jacke, thanksforallthehardworkinpullingthistogether.Iamokwiththeproposedapproachso longasCaseyCagreeswiththisapproach. Irecognizethatthereisaninterestinlimitingtheusers'activemailfile(Gmail)to somethinglessthanunlimited(180days?1year?5years?etc.)forFOIAsupport,aswell asforoveralleducationalandbetterrecordmanagementperspective.However,Ialso recognizethatsomeuserswillneedtoretainmailforlongerthanwhatevertimeframeis selected,andshouldbeprovidedastratightforwardmechanismtodoso. Letsmoveforwardwiththisrecommendation,withthecaveatthattheissueofactiveGmail foldersretentionperiodmaychangeoverthenext2-3months. Thanks
OnMon,Mar28,2011at12:57PM,<jacke.zeiher@gsa.gov>wrote: Sonny, AttachedisarecommendedsolutiontotheGmailretentionchallenge.The recommendedsolutionisbasedonyoursuggestiontolimittheGMDto180 dayswhileenablingalimitlessindividualGmailaccountsinsupportof ZEF-basedworkspace. Therecommendedsolutionhasbeencoordinatedwiththeccaddresseesand withSkipPetersonandJoeVitaliaofUnisys.JoeconsultedwithGoogle andrepsfromGoogleparticipatedinoneofourmeetings. SallyhasbriefedCaseyattheGmailprogressmeetingFridayandhasgained
herconcurrence.Furthermore,SallyandImetwithLydiaandTeresaBlake tounderstandanycontractimplications;allisworkable. IhavealsoincludedalistofimplementationstepsforIAandIEaction onceyouconcurwiththerecommendation. Inthemeantime,Iwillincludetherecommendedretentionrulesinthe draftElectronicMessagingdirective. MayIalsorequestthatRobertSmuddebeinvitedtoGmailplanningmeetings infuturetoensuresmoothimplementationofthepolicy,records management,andrelateddocumentmanagementpiecesofmigratingtoGmail. Pleaseadviseconcurrencetoproceedand,ofcourse,happytosetupa meetingwithyouifyousodesire.I'dlikealsotothankallofthosein thecclineforgreatteamworktowardreachingthisrecommendedsolution, especiallyNateZuckerberg,whohasdonemostofthelegworkfroma technicalarchitecturalstandpoint,andJohnCornell,whohasprovided excellentlegaleaglesupport. (Seeattachedfile:GMailRetentionPolicyRecommendation3_26_11.docx) JackeZ Director,ITPolicy&ComplianceDivision,OCIO/GSA 202-501-8970
-- ---------------------------------------------------------------Sonny Hashmi, PMP Deputy Chief Information Officer General Services Administration sonny.hashmi@gsa.gov O: 202.357.5848 C: 202.573.0896
Jacke, thanks for all the hard work in pulling this together. I am ok with the proposed approach so long as Casey C agrees with this approach. I recognize that there is an interest in limiting the users' active mail file (Gmail) to something less than unlimited (180 days? 1 year? 5 years? etc.) for FOIA support, as well as for overall educational and better record management perspective. However, I also recognize that some users will need to retain mail for longer than whatever timeframe is selected, and should be provided a stratightforward mechanism to do so. Lets move forward with this recommendation, with the caveat that the issue of active Gmail folders retention period may change over the next 2-3 months. Thanks On Mon, Mar 28, 2011 at 12:57 PM, <jacke.zeiher@gsa.gov> wrote: Sonny, Attached is a recommended solution to the Gmail retention challenge. The recommended solution is based on your suggestion to limit the GMD to 180
days while enabling a limitless individual Gmail accounts in support of ZEF-based workspace. The recommended solution has been coordinated with the cc addressees and with Skip Peterson and Joe Vitalia of Unisys. Joe consulted with Google and reps from Google participated in one of our meetings. Sally has briefed Casey at the Gmail progress meeting Friday and has gained her concurrence. Furthermore, Sally and I met with Lydia and Teresa Blake to understand any contract implications; all is workable. I have also included a list of implementation steps for IA and IE action once you concur with the recommendation. In the meantime, I will include the recommended retention rules in the draft Electronic Messaging directive. May I also request that Robert Smudde be invited to Gmail planning meetings in future to ensure smooth implementation of the policy, records management, and related document management pieces of migrating to Gmail. Please advise concurrence to proceed and, of course, happy to set up a meeting with you if you so desire. I'd like also to thank all of those in the cc line for great teamwork toward reaching this recommended solution, especially Nate Zuckerberg, who has done most of the leg work from a technical architectural standpoint, and John Cornell, who has provided excellent legal eagle support. (See attached file: GMail Retention Policy Recommendation 3_26_11.docx) Jacke Z Director, IT Policy & Compliance Division, OCIO/GSA 202-501-8970
----------------------------------------------------------------Sonny Hashmi, PMP Deputy Chief Information Officer General Services Administration sonny.hashmi@gsa.gov O: 202.357.5848 C: 202.573.0896
OnMon,Mar28,2011at2:39PM,<jacke.zeiher@gsa.gov>wrote:
Just be clear, Users' Gmail folders are limitless in terms of time and limited only by the 25GB size limitation. GMD is a separate server, which will be 180 days to recognize FOIA, NARA CFR, etc.
Jacke Z 202-501-8970
To jacke.zeiher@gsa.gov Sonny Hashmi <sonny.hashmi@gsa.gov> cc mike.seckar@gsa.gov, sally.perry@gsa.gov, derrick.rogers@gsa.gov, nathan.zuckerberg@gsa.gov, debra.chapper@gsa.gov, robert.smudde@gsa.gov, 03/28/2011 01:38 PM lydia.dawson@gsa.gov, teresa.blake@gsa.gov, john.cornell@gsa.gov Subject Re: Gmail Retention Challenge/Recommendation
Jacke,
OnMon,Mar28,2011at12:57PM,<jacke.zeiher@gsa.gov>wrote: Sonny, AttachedisarecommendedsolutiontotheGmailretentionchallenge.The recommendedsolutionisbasedonyoursuggestiontolimittheGMDto180 dayswhileenablingalimitlessindividualGmailaccountsinsupportof ZEF-basedworkspace. Therecommendedsolutionhasbeencoordinatedwiththeccaddresseesand withSkipPetersonandJoeVitaliaofUnisys.JoeconsultedwithGoogle andrepsfromGoogleparticipatedinoneofourmeetings. SallyhasbriefedCaseyattheGmailprogressmeetingFridayandhasgained herconcurrence.Furthermore,SallyandImetwithLydiaandTeresaBlake tounderstandanycontractimplications;allisworkable. IhavealsoincludedalistofimplementationstepsforIAandIEaction onceyouconcurwiththerecommendation. Inthemeantime,Iwillincludetherecommendedretentionrulesinthe draftElectronicMessagingdirective. MayIalsorequestthatRobertSmuddebeinvitedtoGmailplanningmeetings infuturetoensuresmoothimplementationofthepolicy,records management,andrelateddocumentmanagementpiecesofmigratingtoGmail.
Pleaseadviseconcurrencetoproceedand,ofcourse,happytosetupa meetingwithyouifyousodesire.I'dlikealsotothankallofthosein thecclineforgreatteamworktowardreachingthisrecommendedsolution, especiallyNateZuckerberg,whohasdonemostofthelegworkfroma technicalarchitecturalstandpoint,andJohnCornell,whohasprovided excellentlegaleaglesupport. (Seeattachedfile:GMailRetentionPolicyRecommendation3_26_11.docx) JackeZ Director,ITPolicy&ComplianceDivision,OCIO/GSA 202-501-8970
-- ---------------------------------------------------------------- Sonny Hashmi, PMP Deputy Chief Information Officer General Services Administration sonny.hashmi@gsa.gov O: 202.357.5848 C: 202.573.0896
-- ---------------------------------------------------------------Sonny Hashmi, PMP Deputy Chief Information Officer General Services Administration sonny.hashmi@gsa.gov O: 202.357.5848 C: 202.573.0896
To jacke.zeiher@gsa.gov cc nathan.zuckerberg@gsa.gov, Skip Peterson <skip.peterson@uis-fed-coe.com>, derrick. rogers@gsa.gov bee Subject Re: Email Retention
A couple of updates: GMD Server: This component of our new email system provides the capability of capturing and retaining all emails received for < an indefinite> the specified period for the purposes of discovery. The settings ofthis server are flexible and can conform to directed levels. (Note- it is not indefinite- unless the message was put on legal hold) Email Retention: Based on the GSA contract with Google, the retention period for email is unlimited and GMD is 5 years. This is a setting for each server and can be set independently of each other.
Joseph Vitiello
Unisys
Executive Architect
Portfolio Solutions
1
THIS COMMUNICATION MAY CONTAIN CONFIDENTIAL AND/OR OTHERWISE PROPRIETARY MATERIAL and is thus for use only by the intended recipient. If you received this in error, please contact the sender and delete the e-mail and its attachments from all computers.
On Fri, Mar 18, 2011 at 11:51 AM, Joseph Vitiello <joseph.vitiello@uis-fed-coe.com> wrote: I have 2 - 3:30 open today. Joe
Joseph Vitiello I Executive Architect I Portfolio Solutions
Unisys
THIS COMMUNICATION MAY CONTAIN CONFIDENTIAL AND/OR OTHERWISE PROPRIETARY MATERIAL and is thus for use only by the intended recipient. If you received this in error, please contact the sender and delete the e-mail and its attachments from all computers.