Title
Consider/Discuss/Act on a Resolution Authorizing the Purchase of Records Indexing and Archiving System
Summary
MEETING DATE: May 6, 2014
DEPARTMENT: Department of Information Technology
CONTACT: Chris Chiancone, Chief Information Officer
RECOMMENDED CITY COUNCIL ACTION:
· Approval of Resolution
ITEM SUMMARY:
· Purchase and implement CommVault Indexing and Archiving Software licensing to streamline records management, email retention, and assist in Open Records Requests
· Purchase and implement hardware/storage to support CommVault Indexing and Archiving software.
BACKGROUND INFORMATION:
· The City of McKinney does not currently have an effective solution to index and archive emails and/or other important documents for easy retrieval at a later time. Currently, the City's emails and documents are not searchable, leading to an extremely complex and time consuming process when it comes to accommodating legal and regulatory requirements. With an indexing and archiving solution the City will be able to index emails and/or other documents to make it easier to find them, and then, archive these items for later use. The City just recently purchased CommVault for its backup solution, which we will be able to use for the foundation of the Indexing and Archiving solution. The City will need to purchase the Content Indexing and Archiving Software licensing and the server storage hardware to support the indexing and archiving solution.
· After careful evaluation of several solutions, CommVault was identified as the indexing and archiving solution to meet the City's growing demands. The data is indexed and made searchable to allow for faster location and recovery of the record with minimal administrative burden. This solution also eliminates the need to buy and maintain tapes and tape libraries since it uses hard disks to store the data on. Purchasing this solution will greatly improve the City's ability to respond to legal requests and meet regulatory requirements.
· CommVault Indexing and Archiving solution which includes both hardware and software is available for purchase from EST Group of Arlington, Texas, through the Texas Department of Information Resources (DIR), Contract No. DIR-SDD-1951
· Chapter 791 of the Texas Government Code, Interlocal Cooperation Contracts, authorizes cities to make purchases utilizing cooperative contracts such as the ones available through the Texas Department of Information Resources (DIR)
FINANCIAL SUMMARY:
· Funding in the amount of $148,500, approved in FY14 Budget
BOARD OR COMMISSION RECOMMENDATION:
· N/A