Jacke A. Zeiher  to: Nathan A. Zuckerberg, robert.smudde, derrick.

rogers
From: Jacke A. Zeiher/IEC/CO/GSA/GOV

03/21/2011 10:32 PM

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

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  - GMail Retention Policy Recommendation.docx

Here is latest white paper re e-mail retention policy challenge/recommendation
Jacke A. Zeiher  to: Daryle M. Seckar, sally.perry
From: Jacke A. Zeiher/IEC/CO/GSA/GOV To: Daryle M. Seckar/IE/CO/GSA/GOV@GSA, sally.perry@gsa.gov Cc: nathan.zuckerburg@gsa.gov, Robert.Smudde@gsa.gov, Debra S. Chapper/IOD/CO/GSA/GOV@GSA, derrick.rogers@gsa.gov, lydia.dawson@gsa.gov, teresa.blake@gsa.gov 03/25/2011 08:51 PM

Please review and advise when ready to brief Sonny and Casey. Thank you. Jacke Z 202-501-8970  - GMail Retention Policy Recommendation 3_26_11.docx

E-Mail Retention Policy Challenge
Jacke A. Zeiher  to: derrick.rogers
From: Jacke A. Zeiher/IEC/CO/GSA/GOV To: derrick.rogers@gsa.gov Cc: nathan.zuckerberg@gsa.gov, Sally J. Perry/IOP/CO/GSA/GOV@GSA, Debra Chapper <debra.chapper@gsa.gov>@GSAEXTERNAL, Daryle M. Seckar/IE/CO/GSA/GOV@GSA, Robert P. Smudde/IEC/CO/GSA/GOV@GSA 03/22/2011 05:19 PM

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. Here is an updated version.

Jacke Z 202-501-8970 Debra Chapper <debra.chapper@gsa.gov>

Debra Chapper <debra.chapper@gsa.gov>  03/22/2011 08:58 AM

To sally.perry@gsa.gov cc derrick.rogers@gsa.gov, jacke.zeiher@gsa.gov, nathan.zuckerberg@gsa.gov 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

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)

Gmail Retention Challenge/Recommendation
Jacke A. Zeiher  to: Sonny Hashmi
From: Jacke A. Zeiher/IEC/CO/GSA/GOV To: Sonny Hashmi/I/CO/GSA/GOV@GSA Cc: Daryle M. Seckar/IE/CO/GSA/GOV@GSA, Sally J. Perry/IOP/CO/GSA/GOV@GSA, Derrick A. Rogers/ION/CO/GSA/GOV@GSA, Nathan A. Zuckerberg/IA/CO/GSA/GOV@GSA, Debra S. Chapper/IOD/CO/GSA/GOV@GSA, Robert P. Smudde/IEC/CO/GSA/GOV@GSA, Lydia E. Dawson/ACMD/CO/GSA/GOV@GSA, Teresa G. Blake/IOP/CO/GSA/GOV@GSA, John E. Cornell/LP/CO/GSA/GOV@GSA 03/28/2011 12:57 PM

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.

 - GMail Retention Policy Recommendation 3_26_11.docx Jacke Z Director, IT Policy & Compliance Division, OCIO/GSA 202-501-8970

Here is latest white paper re e-mail retention policy challenge/recommendation
Jacke A. Zeiher  to: Daryle M. Seckar, sally.perry
From: Jacke A. Zeiher/IEC/CO/GSA/GOV To: Daryle M. Seckar/IE/CO/GSA/GOV@GSA, sally.perry@gsa.gov Cc: nathan.zuckerburg@gsa.gov, Robert.Smudde@gsa.gov, Debra S. Chapper/IOD/CO/GSA/GOV@GSA, derrick.rogers@gsa.gov, lydia.dawson@gsa.gov, teresa.blake@gsa.gov 03/25/2011 08:51 PM

Please review and advise when ready to brief Sonny and Casey. Thank you. Jacke Z 202-501-8970  - GMail Retention Policy Recommendation 3_26_11.docx

Re: email policy
Jacke A. Zeiher  to: Debra S. Chapper, Sally J. Perry
From: Jacke A. Zeiher/IEC/CO/GSA/GOV To: Debra S. Chapper/IOD/CO/GSA/GOV@GSA@GSAEXTERNAL, Sally J. Cc: Perry/IOP/CO/GSA/GOV@GSA Derrick A. Rogers/ION/CO/GSA/GOV@GSA, Nathan A. Zuckerberg/IA/CO/GSA/GOV@GSA 03/22/2011 10:43 AM

Agree. Both worthy of plan of action to mitigate risk. Thanks deb. Z

----- 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

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)

Re: email policy
Jacke A. Zeiher  to: Sally J. Perry, Debra S. Chapper, Nathan Zuckerberg
From: Jacke A. Zeiher/IEC/CO/GSA/GOV To: Sally J. Perry/IOP/CO/GSA/GOV@GSA, Debra S. Chapper/IOD/CO/GSA/GOV@GSA, "Nathan Cc: Zuckerberg" <nathan.zuckerberg@gsa.gov> Derrick A. Rogers/ION/CO/GSA/GOV@GSA 03/22/2011 08:50 AM

Thank u.  Sorry for lving u off distro, deb. I am out this am but nate can answer questions.  Thanku so much. Add and mod as u think approp. Z Sally J. Perry     ----- Original Message ----    From: Sally J. Perry     Sent: 03/22/2011 06:40 AM CDT     To: Debra Chapper     Cc: Derrick Rogers; Jacke Zeiher     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: To: Cc: Date: Subject: Jacke A. Zeiher/IEC/CO/GSA/GOV Nathan A. Zuckerberg/IA/CO/GSA/GOV@GSA, robert.smudde@gsa.gov, derrick.rogers@gsa.gov Daryle M. Seckar/IE/CO/GSA/GOV@GSA, Sally J. Perry/IOP/CO/GSA/GOV@GSA, John E. Cornell/LP/CO/GSA/GOV@GSA 03/21/2011 10:32 PM

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 "GMail Retention Policy Recommendation.docx" deleted by Jacke A. Zeiher/IEC/CO/GSA/GOV]

Re: email policy
Nathan A. Zuckerberg  to: Debra Chapper <debra.chapper@gsa.gov>
From: Nathan A. Zuckerberg/IA/CO/GSA/GOV To: Debra Chapper <debra.chapper@gsa.gov>@GSAEXTERNAL Cc: derrick.rogers@gsa.gov, jacke.zeiher@gsa.gov, sally.perry@gsa.gov 03/22/2011 09:06 AM

Deb,  Yes, your interpretation is exactly what we are suggesting as compliance with NARA for email retention.  The key is user education as you mention as to personal email, trash, and working files.  Nate   
Debra Chapper <debra.chapper@gsa.gov> 03/22/2011 08:58 AM  To sally.perry@gsa.gov  cc derrick.rogers@gsa.gov, jacke.zeiher@gsa.gov, nathan.zuckerberg@gsa.gov Subje Re: email policy ct

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)

Re: E-Mail Retention Policy Challenge
Derrick Rogers  to: jacke.zeiher
From: Derrick Rogers <derrick.rogers@gsa.gov> To: jacke.zeiher@gsa.gov Cc: nathan.zuckerberg@gsa.gov, sally.perry@gsa.gov, debra.chapper@gsa.gov, mike.seckar@gsa.gov, robert.smudde@gsa.gov 03/23/2011 02:09 PM

I agree that this solution will enable processing of the Google mailbox for capturing of data. Thanks, Derrick Rogers (202) 219-6813

On Tue, Mar 22, 2011 at 5:19 PM, <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.

Here is an updated version.

 

Jacke Z 202-501-8970

 

To sally.perry@gsa.gov Debra Chapper <debra.chapper@gsa.gov> cc derrick.rogers@gsa.gov, jacke.zeiher@gsa.gov, nathan.zuckerberg@gsa.gov

03/22/2011 08:58 AM

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

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)

Re: E-Mail Retention Policy Challenge
Jacke A. Zeiher  to: Derrick Rogers <derrick.rogers@gsa.gov>, debra.chapper, mike.seckar, nathan.zuckerberg, robert.smudde, sally.perry
From: Jacke A. Zeiher/IEC/CO/GSA/GOV To: Derrick Rogers <derrick.rogers@gsa.gov>@GSAEXTERNAL, debra.chapper@gsa.gov, mike.seckar@gsa.gov, nathan.zuckerberg@gsa.gov, robert.smudde@gsa.gov, sally.perry@gsa.gov 03/23/2011 02:56 PM

Thanks, Derrick. Sally and I met this afternoon and our next step is to meet with Lydia and Teresa. Please review this records management tool that we are asking Unisys to check into as a possible compatible solution:  

http://www.google.com/enterprise/marketplace/viewListing?productListingId=4550+124446147635 56891731 
Nate, We love your architecture pictures--big help--and need a minor correction and a few more detailed pics of scenarios, such as what happens when an e-mail is created in gmail, deleted in gmail, etc. Thanks, all.  We are getting there! Jacke Z 202-501-8970 Derrick Rogers <derrick.rogers@gsa.gov>

Derrick Rogers <derrick.rogers@gsa.gov>  03/23/2011 02:09 PM

To jacke.zeiher@gsa.gov cc nathan.zuckerberg@gsa.gov, sally.perry@gsa.gov, debra.chapper@gsa.gov, mike.seckar@gsa.gov, robert.smudde@gsa.gov Subject Re: E-Mail Retention Policy Challenge

I agree that this solution will enable processing of the Google mailbox for capturing of data. Thanks, Derrick Rogers (202) 219-6813

On Tue, Mar 22, 2011 at 5:19 PM, <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.  Here is an updated version. 

Jacke Z 202-501-8970 

Debra Chapper <debra.chapper@gsa.gov>  03/22/2011 08:58 AM 

To sally.perry@gsa.gov  cc derrick.rogers@gsa.gov, jacke.zeiher@gsa.gov, nathan.zuckerberg@gsa.go v  Subjec Re: email policy t

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)

Re: Gmail Retention Challenge/Recommendation
Sonny Hashmi  to: jacke.zeiher
From: Sonny Hashmi <sonny.hashmi@gsa.gov> To: jacke.zeiher@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, lydia.dawson@gsa.gov, teresa.blake@gsa.gov, john.cornell@gsa.gov 03/28/2011 01:38 PM

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

Re: Gmail Retention Challenge/Recommendation
Jacke A. Zeiher  to: Sonny Hashmi <sonny.hashmi@gsa.gov>
From: Jacke A. Zeiher/IEC/CO/GSA/GOV To: Sonny Hashmi <sonny.hashmi@gsa.gov>@GSAEXTERNAL Cc: debra.chapper@gsa.gov, derrick.rogers@gsa.gov, john.cornell@gsa.gov, lydia.dawson@gsa.gov, mike.seckar@gsa.gov, nathan.zuckerberg@gsa.gov, robert.smudde@gsa.gov, sally.perry@gsa.gov, teresa.blake@gsa.gov 03/28/2011 02:39 PM

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 Sonny Hashmi <sonny.hashmi@gsa.gov>

Sonny Hashmi <sonny.hashmi@gsa.gov>  03/28/2011 01:38 PM

To jacke.zeiher@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, lydia.dawson@gsa.gov, teresa.blake@gsa.gov, john.cornell@gsa.gov Subject Re: Gmail Retention Challenge/Recommendation

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

Re: Gmail Retention Challenge/Recommendation
Sonny Hashmi  to: jacke.zeiher
From: Sonny Hashmi <sonny.hashmi@gsa.gov> To: jacke.zeiher@gsa.gov Cc: debra.chapper@gsa.gov, derrick.rogers@gsa.gov, john.cornell@gsa.gov, lydia.dawson@gsa.gov, mike.seckar@gsa.gov, nathan.zuckerberg@gsa.gov, robert.smudde@gsa.gov, sally.perry@gsa.gov, teresa.blake@gsa.gov 03/28/2011 02:52 PM

Understood. I discussed this with Dennis and he is in agreement that this is a good strategy to move forward.  We will try and talk to Casey today to see if she has any concerns. thanks

On Mon, Mar 28, 2011 at 2:39 PM, <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, 

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 

--  ---------------------------------------------------------------Sonny Hashmi, PMP Deputy Chief Information Officer General Services Administration sonny.hashmi@gsa.gov O: 202.357.5848 C: 202.573.0896

Joseph Vitiello <joseph. vitiello@uis-fed-coe. com>
03/18/2011 11 :55 AM

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

I

Executive Architect

1

Portfolio Solutions
1

I 11493 Sunset Hills Road I Reston, VA 20190

703-579-2110 (w) I (703) 829-6383 (M)

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

I 11493 Sunset Hills Road I Reston, VA 20190

1

703-579-2110 (w) I (703) 829-6383 (M)

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 10:57 AM, <jacke.zeiher@gsa.gov> wrote:
Could we meet at your convenience to discuss Nate's white paper? Nate, Please schedule. I am at your service. Jacke Z 202-501-8970

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