Joseph ~, Tucd

Chairman, presidenl and CEO

March 6, 2009

(via F.edercd Express and Electronic Ma~7)

Brook Colangelo, Chief infom’~_io~ Officer

Executive Office of the Presidegt
Of flee of Admlnlstmtion
1800 G Street
Washington, DC 20503

Dear Mr, Colangelo:

Thank you for your email of March 4, 2009, and for the continued opportunity
that you and your staff hage afforded EMC to address your questions and resolve your
concerns, I join ~;ith Mark Lewis ia extending my assurance that EMC is committed to
your success.

The EMC technical team conducted an on.~ite re,dew and audit of th~ etrrrent EOP
~deployment during the week of February 9th, 2009, and certified that
the solution, desig~ document ~md configurations deli~,ered to date. were prepared and
delivered using EMC Be~t Practices. Specificarly, the ~ system that was
desired, installed, and implemented by EMC at the.EOP, is funcfi0ning, and accurately.
archivlng the EOP’s unclassified electronic mail from ~ that is
delivered to the~system, as expec~d and specified in thffcontract statemdnt of work.

EMC’s support for ~. was added to our ~1~11111~

deployed at ~P) ~e ~ ~ppo~ed build humb~s. ¯ I s~d be~nd ~ ~ificatio~ mad~

by M~k ~s to you on M~ch 4, 2009. EOP c~ proceed wi~ ~e ~
~ integraGon wi~ ~ usNg Ne s~e ~buil& As p~ers to th~
EOP, EMC will work closely ~ ~e EOP ~a to r~pond to ~d implement ~e
challenge posed by the acce!~ated ~rollout.

I trust that this letter is .responsive to your concerns and that the~ configurations
deployed satis£7 the Oo-cernment’s requlrement, If there is anything farther that my team
can do to assist, please do n~.t hesit.ate to contact us.

SLncerely,

Josep’h,M. Tucci "

E~C Co~oration a76 South Street, Hopkinton, 1~ m74B ° ~ www, EMGcom

EOP0000113
From~ Lewisr Mark
~ent: Wednesday, Ma~ch 0’t 2009 ::[:25 PM
To: Brook_M._CDlangelo~
Cc: Fox, Kim; Mainland, Kirk~ Eisel, Mark __
Subject; EMC / EOP March 4th - Letter regarding|and

March 4, 2009

Brook Colanl~elo
CIO, Executive Office o~the President

Dear Mr. Colangelo:

Thank you for the opportunity to address any questions you and your staff may have,
and ~ive you my personal commitment and assurance that EMC is committed to your
success,

The followin~ information confirms the certified and supported versions of our
I~~product. EMC’s support for iIIII!~11~!1~ was added to our
~ releas~ in August 2007. The supported build numbers of
~ andS(the build deployed at EOP).
~ is a supported p.latform in our prgduct
which is also posted and maintained on our~site, EMC stands behind this
certification and supports this configuration.

As you know, an onsite review and audit of the EOP ~ deployment was
conducted by Matt Norris (Federal D~liver¥), Robert Andrick (Senior Architect,
Consulting Delivery), Jonathan Cook (~,rchitect, Co~suitin~ Delivery), and Jonathan Caten
~ Engineering) during the week of February 9th, 2009. Durin8 the re.~iew,
the team certified that..t,.h,e solution desil~n document and configurations for EOP follow
EMC Best Practices.

I will be traveling to the DC area later this month, and look forward to the opportunity
to meet in person. Please do not hesitate to contact me if you have any questions or
concerns about any of the ir~formation contained in ~his lette¢i "

Best Regards,

Mark S. Lewis
President, Content Management & Archiving Division, EMC

EOP0000114
Mark S. Lewis
presldent~ Content Management and Archivlng Division

Emall;
Blog:

EOP0000115
 Summary of~customer contact calls

All 4 EMC selected customers report that working very well for them
All 4 migrated from~ to ~o ~ problems
Only 2 of the 4 have all users on I~ t y difficult for AMTRACK end
DOE has a VOIP issue) ~_
Only 2 of the 4 are fully migrated to ~ ’
One of the 4 (DOE) went with managed services for their~ environment
including archiving, .
The other three manage~ in-house
Only open action is to confirm that~ equals ~,

Conclus}on
Based on the c~nversations I had, we now know that~ and ~ are in production
elsewhere and that there were no major issues implemer~ting the combination for these 4 users,
However, since all 4 were already on I~ ] could not get a sense of any risks or impact to
| functionality when migrating from ~

US Department of Education: ~
March 4 -Spoke with ~, Director of Information Technology Services.DOE’s user
base is about the same as ours, 3,DD0. Some users have been migrated to ~while
others remain on ~ Delays in migrating eve~ne are due to their VOIP and phone
system (Unity) not being compatible with ~ J was not certain if th’e users who are
still on ~ hayel~ available to them or not: They eulsourced the implementation to a
managed services provider to run their .~ and ~ platform. Their managed services
provider is Petal Systems, Inc. and ~t is the provider.who owns all of the hardware and software
licensing. I have contact infe on this vendor., They maintain and manage the system for DOE. W
offere¢l more detailed info (contracts, design documents, etc.) if we want/need them, We might
want to t]nd out more about DOE’s cost for managed services and everything that it includes..

Daktronics:
March 3 - Spoke with ~, Daktronics employee who is an Email Administrator. W said "
that they were on ~ when they migrated to~the third week of
January 2009. While they have no~ been on ~ long (aboL~t a month) they have not had
any issues with its compatibility with ~ M did note that prior to the migration to ~
~ they made sure they were on the very latest version of~ which he confirmed as being
~ He was not certain if this is the version available via . The work was
done in house by W. EMC was no.t on site during the migration although M did
say that he opened ar~ "CalUN" with EMC in case he needed their assistance via the phone, He
did not and per ~ Daktronics is happy, with t.he combination of I~ and ~,

I think it Is impatient to note that a comr~ercial customer’s Records Managerner~t requirements

are not the same as ours. ~, as ~n Email Administrator, could not speak to the level of
confidence Daktrenics has based on their RM requirements.

AMTRAK:
March 3 - Spoke with ~. AMTRACK began migrating off Enterprise Vault to I~ tn
August 2008, EMO built the AMTRACK ~ system. AMTRACK had already upgraded from
~to 1]~!~r, At th)s point only half of their users are on as the migration
They bought |
does not meet all of their legal search
requirements so they are implementing another product ~) so that redaction and

EOP0000116
 tagging can be performed. Another note, per AMTRACK, Whad no ~capability a.~nd after
,~,,Lng with ~ they could, hal get one, They had to work with EMC to get~ in place for
~. It is now in place and the solution EMC built for AMTRACK is now b~s~ed for other
EMC customers. We should have ~ or | talk to this guy about the~ solution that
is in place. It does a boot from the SAN which provide real time replication to -
both local and remote nodes of (standard MS clu~ter configuration for
~. He stated that with Recover Point in pla.c.# AMTRACK has brought errL.ait_back up in
15. minutes ............ 4 ....

City of Bellevue:
March 4 - Spoke with ~, City of Bellevue System Ad~ reported
that the city has about 1600 users,~They upgraded from . -in March of
2008, They have been using thel~product line for several year~upgr~in
March 2008. Overall he is very pleased with the performance of ~jtwlth ~. He has
a similar records retention issue we have in that one group of his users are required to
perm .aner~tly retain all of the their email,-while the majority of city employees do not. The only
negative on the product from his perspective is that when they restore a user’s mailbox from the
~ archive EVERYTHING is restored, included email th~user had previously deleted or
moved to external storage. He’s had to gcf in as a system ~c][ministrator and dole’to ernail from the
user’s mailbox just to get its size low enough for the user to be able to open iL

EOP0000117
 Explanation of EmailXtender and Dashboard Reports
As a res[tlt of a meeting Mth the EOP OC]O COT~ ~) and Director of Federal
Record~ Managen~at ~) on Febm~ 27, 2009, EMC ~spro~ding the folio~ng
doc~ent. The p~ose oFthis document is to explain the repo~ that ar~ offered oukoftl~e box
~n~..a.~p.thp. i.nfo~io)~ .~!0 ~epo~ ~y~i!~ble thro.~gb the . ..
(a~ add-on franaework for monito~ng ~ae ~ envLronment, prodded
to the E( th a ~ial license valid until May 15, 2009).

The document is organized imo two sections. The fi~t section covers the five st~dard Audit
reports that are available in t The sccon’d scctiori.covcrs the reports and information that
~e ~.vailable through

EOP0000118
Section 1 - Audit Reports
The Audit Reports that are available in ~_ contain information on whO aocess is happening
in the~through the~ The~ is the one and only gateway
into discovering and manipulating information wRhin the ~ All activity that happens
within the search tool by all uaers with ~ administrator permissions is recorded in the Audit
database. The data stored, h~ the Attdit database is used to pr.od~e.e tl}e ~ep~rts. ~ -

On ly those users that have been ~anted ~ administrator permissions will be able to use the
search tool, and al! actions taken with the searoh tool (searches, exports, deletions, moves,
printing) are logged inlo the audit database along with file users’ named account.

The Audil Reports are native~ generated by ~. Th~ detailed process for running the
reports can be found in the NN Admin Gaide.pdf, section 9.

The reports must be generated via an ~administrator.

The following is a list of reports that are available:

1) Deleted Messages Report (Deleted Messages Report.pdf)
2) Deleted Volumes Report (Deleted Volumes Report.pdf) -
3) Users Accessing A Message Report (ExAccessToMessage.pdf)
4) Messages Accessed by a User Report (ExMailAccessedByUser,pdf)
5) User Accessed by Other Users Report (ExView0fMessages.pdt’)

1) Deleted Mes.sages Report

Run a Deleted Messages audit report to view a li~t of.messages that have been deleted from the
~ archive by a supervisor or ad:ministrator,

The report includes the following in gormation:

~ The date floe message was deleted
, The adlninistra~:or or supervisor who deleted the message
o Limited message l)eader information (From, Received, and Subject)
¯ The name orthe volume to which the message belonged

EOP0000119
 Sem’cl~ Criteria for Deleted Messages Report

To search for Do this

Deleted messages that were sent by a specific Click Mail Sent By, The Outlook Address
use~- Book opens. Choose a name fi’om th~ Iist and
clickOK. " "

Messages deleted by a Specific administrator Click Administrator. The Outlbok or Notes

Address Book opens. Choose a name from the
list and click OK.
Messages deleted within a specific time span. 8elect None, After, Before, or Between froria
the Audited Date field, and then select date’s
~om the eorrespondin~ date fields as needed.
All messages deleted by.all administrators Leave all boxes empty.
~uring any tiine period

2) Deleted Volumes Roper{

Run a Deleted Volumes audit report to view a list of volumes that have been deleted from
~ by an administrator,

The report includes the followirtg information:

~ The date each volume was deleted
- The administrator wh6 deleted the volume "
~ The volume sta~ and end rimes
- The recordset number (thi~ is a number used ~n~emNly by ~ to track Ihe volume)
~ The number of messages included in thevolume
* The volumo’s folder path .

~ captures messages and organizes them by month in volumes. ¥olumes close after
they reach the allotted ~apacity (90MB.for the EOP ~ impl.ementation) or m-e idle for erie day.
~ then copies them to the storage drive on thel~~server as .emx files,

Volumes are by ~ lo efficiently store messages on ~isk once they have been ingested into the
~ archive. The Delete~l Volumes Repo~ show# any volumes that bare been removed from fl~e
envirorm~ent.’ Normally volumes are removed once the retention period for a particular month’s
worth ofemails has cxpirecl. ]n EOP’s implementation ofl~ the retention rule is "all messages
for the duration of the administration m’e to be archived and retained", therefore, there s.hould
never be any ~ntries on the deleted volumes reporL

EOP0000120
 Search Criteria for Deleted Volumes Report
To search for Do this

Volumes deleted by a specific administrator Zlick Administra(or. The Outlook Address

Volumes deleted within a specific time span
A specific volume.
All volumes deleted by all adfi~inistrators
during anytime period
Book opens. Choose a name from th~ list and
ztick OK: ......
~elect None, After, Before, or Betweeh l¥om
Lhe Audited Date field, and then se.le~t dates
from the corresponding date fields as needed.
Enter the nmne of the volume in the Volume
Name field.
Leave all fields empty.

3) Users Accessing a Message Report

Rtm a Users Accessing a Message at~d.i.t report to v~ew a list of supervisorsor administrators who
have searched for or viewed a specific message. To run the report, you must use the
~ n to detem~ine the ID number ]’or the message.

.The ID number of the message Js fl~e internal unique m~nber that t~assigns to each message as
~t is ingested into the archive.

The instance where EOP may wan to use this report is if there is a data ~ill, and EOP would
like to see if" anyone has accessed the message after it was ingested. In that ease,.the n~essage
would be determined <how> and this report can be run against that speci fic ID;.

The report includes fl~e following information:

, The name of the perso.n who origlnaily sent the message
,, The date the message was received at the mail server
- The st~bject line of the message
,, The supervisors or administrators who have searclaed for or viewed the message
~ The query used.to search fDr the.message

if the supervisor or administrator opened the message to view it (as opposed tO simply receiving
the message in a list of search results), a xdew icon appears next to the listing in the report.

EOP0000121
4) NI~ssages Accessed by a User Report

R~n n Messages Accessed by a User report to view a list of messages lhat were either viewed by
or returned as search hits far a specific supervisor or administrator. This type of report cma be
especially help ful in monitoring lhe actions of speei fie administrators, to ensure that ~1]_ searehin g
and viewing is job-related. ..

EO? can use this report to track the activities of individual admirfistrators to reyiew wh~.t
searches they are doing, and what result~ were returned got those searches mad any actions fl~at
were taken with those results.

The report includes the following’information:

¯ The name of the person who originally sent the message
~ The ID number ~’or the message
, The date the message was received at the mail server
, The administrators who have searched for or viewed the message
- The date on which they seethed for or vie~efl the message
, " ~e que~ used to search rot the message

if the supen, isor or administrator opened the message to view it (as opposed to simply receiving
the message ia a list ofseamh results), a view icon appears next to the listi~g in the report.

Search Criteria for Message Accessed by a User Report

To search for Do this

Message accessed by a specifi~ ad.minislrator 2lick Administrator. The Outlook Address

3ook opens. Choose a n~ame fi~om the list and
zlick OK.
Message f~r a specific recipient thai were 2lick Recipient. The Outlook .Address Book
accessed : ~pens. Choose a name from the list and click
OK.
Message accessed within a sp.eeiaho time spma. 3elect None, After, Before, or Between from
lho Audited Date field, and then select dates
from the corresponding date fields as needed.
~A speGific acc.es.s type Enter the audit type in the Audit T__ype fi~ld.
Alt messages accessed by all administrators Lore, e, all fields empty.
for all recipients’durin.g.mlylime period

EOP0000122
5) User Accessed by Other Users Report

Run a User Accessed by Other Users report t~ view a list o[" administrators oi" supervisors who
performed searches to retrieve messages for a certain user.

EOP can use this report to determine which administrators had sem’ched a particular-recipient’s
(user’s) m’essagesin the archive;

The report includes a separate section for each message the supervisor or admilfistrator accessed.
For each message, the following information appears:
,, "Fi~clD number for the message
~ The date the message was received at the mat.1 server
, The subject line [’or the messag~
o The names or the supep~,isors or administralors who have searched for d~-viewed the
message
~ The date on which they sere’chad [’or or viewed the.message
,~ The query used to search for the message

If the supervisor or administrator opened the message to view it (as opposed, to simply receiving
.the message in a list of gearch results), a view icon appears next to the listing in the report.

Search Criteria for User Accessed. by Ofl~erUser Report

To search ~’or Do this

Message accessed by a specific administrator Click Administrator. The Oullook Address
Book ~pens. Choose a name from the list and
click OK.
Message gor a specifi~ recipient that w~re Click Recipient..TI. ~e Outiook Address Book
accessed opens. Choose a name from the list and cli~k
OK,
Message accessed within a specific time span Select None, After, B~fore, or Between from
~the Audited Date fi.etd, and thdn sel~t dates
[ram the corresponding date fields as needed.
A_~_~eeific access type Enter the audit t~ype in the Audit T,5’pe field,
All messages accessed by all administrators Leave all fields empty.
for all recipients dur~ing m~ytime period

EOP0000123
Section H - Dashboard Reports

The following reports arc generated by the ~ They are intended to

in Fown system adminlstrators of system eonfi~ration m~d health.

The ~reports are broken down into two iypes, The first type are reporls that-are run
and g~enefath information off the curre{~t sta{~m 6fthe ~ seti~p dud envi~nm~r~t, The Second.
type is a web page that constitutes the "~ the! shows the current status of eight
important Nnctions el’the ~ environment, m~d is accessed as needed by the system
administrators.

Status Reports

These reports have a date and time stamp in the report title. For clarity this document indicates
the date and time stamp as "’Date_Tim~_’! in the explanations below

Date_ Time-~~-Comtectorz.htm
This is a list of each of the journaling mailboxes that~is using to pull emails; it is
sorted by ~ server. ,

Date_ ~im e- ~-R egi~tO,-Inf ormatio n-SE R VERNAkfE. htm

A copy ofthis is generated for each ofth~ servers. It croutons alist of~ll th~
confi~ration regist~ settings for e~h ~ sen, or.

Date_ Time__Scheduled-T~tsks-lnformation-SERVERNAME.htm
A copy of this is generated for each of the ~ servers, ii contains a list of all the tasks
in ~ that are set up on caeh.~ server, ill~~~is
where we have set up a regulm~ registry export and the rutming of th6 dashboard
scripts,

Date_ Thne_~Search-Su.m m at3,. htm

This report Nves an overview of how many searches have happened on each of the
~ server. It gives simple totals and int:ormation on what lhe search criteria was.

Date_ Time_Server-htform atioti-SER VERNA ME, htm

A copy o~’this is generated for each ofthe~ servers. This report lists information
abo~t the configttrat-ion of each indJvid~tal ~ server, included i.n ~hJs report are
general server hardware information, server network information, installed software informatio6,
and local group ;membership information,

Date_ Tim~tl~tServer-Storage. h tm
This report’ gives disk size and utilization information for each office ~servers.

EOP0000124
Date Time ~~-Conjqgm’ation-SER VERNAME.htm
A c@y of this report is generaled Br each o[" the ~ sewers, This report gives
con fi guration information on each of the ~ servers, This report contains such
in formation m~ ~version, disk layout, 1~ server conneciion, and co!leotion rules.

.~Sereens and Web Pages

The following infomaation is accessed through the ~interface on ~ (the name

of the server where the ~ is instalJed).

BadDir INFO.htm
When ~has a problem that prevents it from processing a message that message is
moved into one of the "baddir" directories ~n ~. When this happens a notification is
sent to the event log and to the system adminislrators.

This report shows you how’ many rues’sages are in the baddir and the details of which baddir they
are in. A process has been developed with i~ for handling these messages and ensuring that
they have been properly ingested into the m-chive.

DLC_INFO.htm
This screen shows details on !~llll~Distribution List Cache (DLC), such as age, size
and refresh rate. The DLC is the c~cho that ~uses to d.etemfine the member of
distribution list~. The default refresh rate is 24 ~ours, far.EOP, w’e are going to change that to 3
l~o~rs,

~lournals.htm
This s~rem~ shows details about each of the joumaling mailboxes that ~ is attaching
to. [t reports information on the number ofmessages in thejournaling mailboxes, the size of
those messages and most importantly any messages ha folders other then the Inbox.

This report also shows any messages that are in the Sent Items folder for the journaling
mailboxes. Ifl~ cannot pull a message from the inbox efthejoumaling mailbox it will place
the message into the seat items, this most likely indicates that the message is com,)t. ~ had a
process to handle these types of messages in the ~ system, and we have transferred
knowledge such that ~ Can put aprocess in place, for use with 1~.

h~ de~es._IAI F O.h.On
This screen gives information on the nmnber of full text indexes Far each of the
servers. It will al~o report if there are any problems with an), ol’lhe indexes.

MSMQ~Ih~FO, htm
.This screen gives information on the number of messages tha~ are in the.Windows Mess~igo
Queues, which is the W~ndows componenl used by--to process messages, it reports
on the number of messages in each of the queues. -

EOP0000125
,_qervice,~ INFO. htm
This screen gives st-a~us infonn,~tion on each of the ~ and ~ services on
e~h Of the ~ servers.

Slorage._lNFO.htm
This screen shows information on disk free space for each of the drive~ used by ~,

Velum e~’_.[NFO, him

This screen gives information on the container~ (volumes) within ~; It reports on
lhe number of vohm~es and also reports ~n any issues with any of the volunaes.

EOP0000126
 ISSUED TO:

ALL CONTRACTORS UNDER GSA Schedule

SIN ] 32-5] Information Teclmo]ogy Serviee~

SIN" 13~.-8 P~rc~a~e of Equ{~rnent
SIN 132-33 Software Li~ensing

The Contractor’s Basic GSA Schedule contract is applicable to the Task Order that
is awarded under this R_FQ

ISSUED BY:
General Services Administration
Federal Systems Integration and Mianagement Center (FEI)SIIV0
Metro Park
6354 Walker Lane, Suite 200
Alexandria, VA 22310

26, 2007

REQUEST FOR QUOTE (I~Q)

GSC-TFMG-07-3] 931

Records Ma.nagemeat Implementation

IN SUPPORT OF:

Executive Office of the President (EOP)

Office of the Chief I~1forma~on Officer

FEDSIM. Project Number 27120EOM

T~k-Order GST0007AJ0032
GSA Schedule GS-35F-07g0M

EOP0000127
 BUPPLIES OR SERVICES AND PPdCFa’COSTS

¯ 1.I GENERAL DESCRIPTION

The contractor shall, performthe effort required by tl~is task order on a Labor.Hour (LH) basis for
CLINs 0001, Firm FixeA Price (FFP.) for CL~I’.10002, and Time & Materials for CL1Ns 0003.
Tlle work shall be performed in accordance with all sections ofth~s task order and the offeror’s
GSA Schedule, under which the resulting task order will be placed. The contractor, o~ through
thooontractor’s teaming agreement.or st~bcontraetorsi ~a-ll support all Special. Item Nm:nbers on
this ta~k order. Additionally, all so~vare, maintenance, and licensing shall be on the
oontract0r’s GSA Schedule and/or contractor’s teaming agreement at time of purchase.

] .2 SERVICES AND PRICES/COSTS

The fol16wing abbreviations are used in this price schedule:

CLAN: Contract Line Item Number

ODC: Other Dkeot Cost
NTE: Not to Exceed
LH: Labor Hour
TAM: Labor & Materials
FFP: Firm Fi~ed Price

1,2.1 MANDATORY LABOR HOUR TASK:

CLiN DESCRIPTION TOTAL TOTAL NTE CEILING

HOURS
Labor 904 $225,23 O, 00

Labo~ Category I~0nrs Hourly Rate

Deployment Manager ~4 $251.25
Solutions Architect I 240 $265.00
DCTM Solutions Architee{ i ’ 240" $230,00
DCTM Systems Consultant 160 $230,00
DCTM Solutions Architect 204 $265,00
TOTAL ,HOURS 904 $225,230.00

Task Order GST0007AJ0032

GSA Schedule OS-35F-0780M PAGE !-1

EOP0000128
 SUPPLIES OK SERVICES AND PRICE/COSTS

-1.2.2 MANDATORY FFP SOFTWARE, NL&INTENANCE t

CLIN DESCKIPTION CONTRACT. TOTA.L
TYPE
0002 See Bill of Materials Below FFP

Amendment 1: All hardware removed

Sofhvare
ProdUelNumber Part
’] TOTAL
PRICE
Total

Clien! Products
Webl@ (Include~ Desktop’} Per Seat) deepro~t1019 1831 $280,399.34 $50,471.88 $330’871.22
decprod 1 ] 94 601 $76.57 $46,018.57 $8,283.34 $54 301.91
456-003-545 1831 $2558 $46,839.91 $10,617.60 $57,457.51
EMC~ [Per User 456-10~028 1831 53.41 $6,248.10 $1,419.39 $7,667.50
Mailbox)
E~C- 456-004-573 l $23,193.73 $5,256.84 450.56
gMC- F~ ~ysl~m 456-004-587 $3,239,81 $734.30
Manager ge~er
EMC F~e 456-004-589 1 1,648.04 ~373.52 $2,021.57
Manage/Cluster
EMC -~ File System 457-000-256 2 20.00 $0.0o $0,00 $0.00

docprod 1152 10 $28%13 ~ 1.68 $331L81

Se~,er Products \
Enterprise Sen, er [P~.r Seal) docprod 1026 1831 $57.43 $105,146.27 ~1g,926.33 24,072160
Retention PoIicy Sen, ices (’Per CPU) doeprod 1159 $45.17630.
Content Services for EMC Cenlera (’Per 405 1 ~9,571.25 $9,571.25 $1,722.83 $11,294.08
Centera Rack),
:,CI Services .0?er CPLr) doeprod,,ll,,l~ 4 $19,142.5,0 $76,570.00 $13,782~60 $90~352,60
Tm~t~d Contenl Sin, ices, (Per CPU) docprod 1028 4 $9,571.25 $38,285.00 $6,891.30 $45,176.30
Admlnistra’lion Preducls
Administrator (Per Seal) dovprod 1193 2 $1,914.25 $3,828.50 $689.13 $4,517.63
Developer Studio V"P~r Seal) docpmd 1196 2 $I;914.25 S3,828.50 $689.13 $4,517.63
Records Manager Administrator (Per Seit) docprod 1195 2 $1,9!~.25 $3,828.50 ~689.13 $4,517.63 -
ECl Services SDK (Per Seal) docprod 1122 ’ ’2, $1,914.25 $3 82&50 , $689.13 $4,517.63
ECI Sen.ices ADK (,,pe~t Seat) docprod 1123 2 $1,91425 $3,82g.50 $689.13 $4,517.63
l~flsc Products and Sen’ices

~-,;ra ~r I CD- $45,ooo.oo $45,ooo.oo. _ $o.0o ~45,o00,o0

¯ l~g ~:~i!~) ~ ~c~
{~CWorl~ferencePasse~ ETS-CONF , ~1,595.00 ] I3,190.00 $0.00 $3,190.00

Task Order GST0007M0032

GSA Schedule GS-35F-0780M PAGE 1-2 -

EOP0000129
 SUPPLIES OR SERVICES AND PRiCE/COSTS

.2.2 OPTIONAL ODC CLINs

CLI’Ni Description Total Not-to-Exceed Price

ODCs Depending £n GSA Schedule used include " "
NTIi
0003 Indirect Handling R.ato__0 % , . $3,000,00
G1}ANDT6TA~L ~LINS: ....... $ ...... .$1,051;973,22 ’ "

1.3 SUP.PLI~S OR SERV][,C~ES AND PRICES/COSTS TABLES

1.3.1 LIMITAT]ON ON OTHER DIRECT COSTS

ODC costs incurred on GSA Schedule task orders are limited to amaximum of g3,000 over the
life ofth~ task order.

1.3.2 INDI-R_ECT/MATERI.&L HANDLING RATE

ODC costs incurred may be b~rdcncd with the contractor’s indirecffmatcrial handling rate if one
is ~nter~d in the contractor’s basic schedule contract (contractor to enter amount, but not to
~xceed the’ceiling rat~ of the basic contract) an__~d such indirect/material handling rate is not "
inolude~l in the fully burdened labor rate, If no indirect/mat.erial handliag rate is specified in
the basic contract, no indirect/material handling rate shah be applied to or reimbursed on
such cost~. If no rate is specified in th~ basic contract, none shall b~ applied in this task
order,

1,3,3 LABOR HOUR ~ILX AND RATES

The labor hour nil× m~d rat~s specified in the contractors quote and incorporated into this order
are for ~stimafion purposes, The ~ontragtor may increase or decrease, with prior written
.approval of th~ IFEDSIM COR~ the number of hours by labor category, within ~ach]abor .CLIN
as needed to eff~ctiwly manage the project, provided the total fundedlabor co~t and total hours
are not exceeded. Any additional labor categories or in~reases to total ]]ours or ].ncreases to
~eilings required during performance must be added to the task order by modification.

1.4 INCREMENTAL FUNDING

1.4.1. INCREM]gNTAL FUNDING LIMITATION OF GOVERNYvIENT’S OBLIGATION

Lncrmnentat funding for CLINs 000l through 0003 is currently allotted and avMlabla for
paymant by the Government. Additional incrcvflenta] f~nding for these CLINs will be allotted
and available for payment by the Government as the funds become available. The estimated
period of performance covered by th~ allotments for the mandat.ory CLINs is from award
through nine weeks, The task o.rd~, will be modified to add fnnds h~crementaIly up to the
maximum of $I,051,973,22 over the petfom~ance period of this TO. Th~se allotrffents constitute

Task Order GST0007AJ0032

GSA Schedule GS-35F-0780M PAGE 1-3

EOP0000130
 SUPPLIES OR SERVICES AND PRiCE/COSTS

the estimated cost for lhe purposc of.FAR Clause 52232-22, Limitation of Funds, which applie.~
to this task order on a CLIN-by-CLkN basis,

1.4.2 INCREMENTAL FUNDING TABLE

~ .... CEILING .......... FUNDED-J

0001 ~$ 225,230.00 $ 225,230.00 ~ $ -
--"~"~~-} ~ 823,743.22 $ ~.~- | $
--~ a,eoo,oo ~ ~.o~ ! ~
~m~ 1,051,973.22 $ 1,049,308.30I $ 2,664.921

’rask Order GST0007AJ003 2

GSA Schedule GSG5F-0780M PAGE 1-4

EOP0000131
 STATEMENT O17 WORK

2.1 pLrRPOSE

The purpose of this work effort is to 6btain highly technical and experienced resources who can
assist the Office of the Chief Infon,aation Office~ (OClO) with tile installation, configuration,
and testing o£the selected electronic records management system, EMC’s ~, The
outcome of flfis_w.ork.wil!.be.the availability.elan enterpfis.e,wide electrortie.records .........
management system which will enable the Executive Office of the President (EOP) to better
meet the retention policies of the varions components as approved in their Records Schedules.

2.2 BACKGROUND

Agency EOP does not have a compressive enterprise wide certified electt’on~e records
management system. Given the si~ifieant increase in electronic data and a desire to meet paper
reduction goals, the OCIO is seeking support to install, configure, and test a new electror~o
records management systerm

2,3 SCOPE

The scope of this effort involves providing consultation during the installation, implementation,
and testing phases of this project as well as technical training for OCIO resources.

The EOP is standardizing the enterprise records management strategy with EMC ~
Software products. The Government will be purchasing EMC hardware components and
providing tb the ~ontractor as Government :Furnished Equipmen.t.

Tlie organizations Within the EOP have sophisticated records management needs while the
Federal organization, s have more standard retention and disposition requirements. There are a
number of different formats for documents that will ~ventuaDy be managed in the ~
software solution. Thib Pildt will focus on email and electronic document formats. It will not
address paper, scanning, or remote access solutions.
There are two product areas that will be implemented during this Pilot, email storage using
~ / ~ and electro Tic document, retention using ~

OCIO will require expertise in both of these core areas along with Records Management
expertise that spans these and other products within the overall sblufion. OCIO specifically
heeds assistance in:

Review of EOP records policies and Records Schedules (RS), procedures, and system
requirements .-
Development era pilot design document
Installation and c~nfiguration of server co.mponents
Successful demonstration of the systems .email
~fonctionali’l~’ for electronic documents

Task Order GST0007AJ0032

GSA Schedule GS-35F-07801v~ PAGE 2-1

EOP0000132
 STATEMENT OF WORK

PresenI rollout reconm~endations for ema{1 storage and electronic records across the
federal organizations Of the

The two products, ~/~ and i111111!i!~~, will be installed

~nd configured on h]divid.ual server components.

....T.be OCIO% gee! is.an.aggressive.six:week project to .achiex, e the.abm:e objectives..Because this

initial implementation will use non-production data and may not be !n a production Server
envirorm~ent it will be considered a Pilot. The aggressive time frame limits the-Pilot to providing
out-of-box functionality and configuration With no customizations.

users) within several weeks of the Pilot’s conclusion. The Pilot ~411 demonstrate the use of
~ with 400 user email boxes and t~n user ioles. During the Pilot, the contractor
shall outline the steps required to roll ou| this solution to 1800 email boxes. Actual roll out of"
this solution for 1800 mail boxes is not included wilhin the scope of this engagement and is
expected to be awarded separaMy.

2.4 TASKS

Provide Project M~nagemcnt

Propose Rcquircments and Integation Strategy
RMS Migration Assessmen~ Phase
Production Infrastructure Analgsis Phase
Technical Training

2.4.1 TASK l -PROVIDE PROJECT MANAGENIENT

The coutractor shall provide project man~gernm~t support under this Task Order. This includes
the management and oyersigh! of all activities performed by contractor personnel, including
subcontractors, to satis[y the requirements identified in tMs Request for Quote (RFQ), The
con[rector shall identify a Proem Manager (PM’) by name, who shall provide manag~nnent,
direction, adn~nistratian, quality assurance, and leadersNp of the execution ofl~is task order.

2,4.1.1 SUBTASK 1.1 - COORDINATE A PROJECT KICKOFF MEETIN~

The contractor shall sghedule and. coord{nae a Project KJck-OffMeeting at the Igoation ~
approved by the Government. Tbo meeting will provide an introduction between the contractor
personr]el and Government person:reel who will be involwd with the task ordBr, The meeting \MII
provide the opportunity to discuss tecN~ical,, mm~agement, and security issues, and travel
authorizat~o~ and reporting procedure~. At a miNmura, the otter)does shall include key
contractor personnel key EOP persormel, and the FEDSIM Contracting ONc~r’s Representative
(COR).

2,d.1.2 SUBTASK 1.Z - CONVENE TECHNICAL STATUS MEETINGS

Task Order GST0007AJ00~2

GSA Schedule GS-35F-0780M PAGE2-2

EOP0000133
 STATEMENT OF WORK

The contractor Progam Mar~ager shall convene a monthly Contract Activity and Status Meeting
with the TPOC, COR, and other key government sl’akeholders, The purpose of this me~ting is to
ensure all stakeholders are infom~ed of the monthly activity and status report, provide
opportunities t9 [dent5 fy other activities and establish priorities, and coordinate resolution of
identified problems or opportunities. The contractor Program Manager shall provide’~rdinutes of
these meetings, in.cludingaRendane~, issues discussed,..decisions.made, and.action items ...........
assigned, to the COR within ten calendar days following th~ meeting.

2".4.1.3 SUBTASK 1.3 - SECTION 5011 COMPLIANCg REQUIREMENTS

All Erl" products and services proposed shall fuily comply ~Ath See[ion 508 of the Rehabilitation
Act of 1973, per the 1998 Amendments, and the A.mhitectnral and Transportation Barriers
Compliance Board’s Electronic and In_formation Technology Accessibility Standards at 36 CFR
1194. The ~ntractor shal] identify all Err pr&lucts and ser,,%es proposed, identify the technical
standards applicable to all products and services proposed and state the degree of compLiance
with the applicable standards. Additionally, the contractor must clearly i~dicate where the
information pertaining to Section 508 compliance can b~ found (e.g., Vendor’s or otlmr exact
web page location), The contractor must ensure that the list is easily accessible by typical users
be~nning at time of award.

2A.2 TASK 2 - REQUIREMENTS AND INTEGRATION STRATEGY

The contractor shall propose an effort ~dth a brief review of the goals, objectives and any work
cmnp!eted to date in order to support the development of a project plan. Given the timeframe for
performing an analysis and developing a Pilot, the temn w~ll need to gain significant
traders[and[rig of file problem and how host to utilize available resources. The outcome of this
phase will be th~ requirements for the Pilot an~l an intonation strategy for the analyzed record
sources.

"2,4,2.1 TASK 2.1- DESIGN

In this phase, the contractor shall develop the solution based on the Pilot.requirements developed
during the analysis phase. The resnlts will be documented in a Pilot Design Dooument (PDD),.
The PDD MI[ document all major Ematl Archi~ing and Records ManageraenI dec~siom on
object mode[ definitions, including c~stom types, u~ers, groups, AccessControl. Lists, workflow
templates, retention policies, holds, and.hfecy~!es. It will also document the server
configurations for both the Nlot and pilot hnplementations. Using the PDD as its specific
reference, the implementation team wLll ’¢build" the Pilot during this phase. Once installation
and configuration is complete, the Pilot will be tested to ensure the configuration is correct and
an ~sessment plan will b~ drafted.

2.4.2.2 TASK 2.2- ASSESSIVIENT

Task Order GST0007AJ0032’

GSA Schedule GS-35F-0~80M PAGE 2-3

EOP0000134
 STATEMENT OF WORK

Re’dew assessment plan ~nd scenarios. Ager ~nsuring the Pilot is configured successfully, the
contractor and OCIO teams will execute the assessment ptaru The p]an wi]I be scenario based
and will require .application t’arniHarity to execute.
2,4.3 TASK 2,3- PROPOSED ERM IMPLEMENTATION PLAN

..... germ,:ate a bro-p6’sed p-l~r~ ~6r implementing an E~ system at EOP. ~e plan ~411 outline a set
ofreco~endafio~ ~d steps to d~loy ~ E~M solution at EOP. ~e ins~l]ation and-
confi~ration team will document installation notes and will make Nemselves£vai1~le for
to fl~ee hours for ~ infom~al w~-t~ough of the application installation ~d admi~fis~ation
pr6cess. They will also f~iliafiz~ tim OCIO teen with technical resources like the develop~
suppo~ site and t~MJcal doe~mntaion. This phase will include any tecMical kaiNng in u,s~ge
of so.are,

2.4.4 TASK 2- DELIVERABLES

tn Order to establish Oear-cut completion points, OCIO has developed a l{st of ddiverables. The
following table contains a proposed ]ist of ddiverables:

Deliverable Description
Pi]ot Design Document .~ document co.nt~ining the application zmd inf~strnclur~ designs for the
(PDD)
This MII include:
Re~rds mt,ufion, classification and taxonomy values

Application component design

. ~o’bject, security, and Nerard~y design

Pilot RP.V Appii~;tion. A P,~PS installation and implementalion based upon the out-of-the box
contSgurationg detefmlned in the PDD. This will include core~
installations ) and RPS specific one.~. "l-be team
will document installation notes ~nd Will provid~ demonsIrati6ns of system
features.
Pilot Emai] Archival An email archiw :mst,~llatlon and implemcntatlon based upon the out-el-the
Application box configuratiom d~t=rmined in the design phase. This will include ~
ins!a]lations ~) led ~instsll;~fiom The team ~xdll docum~-nt
insta]lation notes and Mll:provi& demonstrations of system fealures.
Pilot A~se~s~ent Results ¯A documengr~ort containing the rgsults of the assessment.
Document
]mplemenlafion Plan A document containing a proposed plan [or how the BOP might proceed with
.Proposal Document impl~menting an EtLM solution for eapraring, securing, managing, searching,
retrieving and disposing their d~ctTonic [~cords.
Work Breakdown Structure A documenicontain}ng a baseline schedule of implemenlafion of the Pilot
This doeum~t will be delivered within 15 working days from the start of
contract II shall include railastone,% start and end date% resom-ces required
(both the contractor and Q~IO), ~d deliverableg; The ~cbedule will be
updated weekly by either the OCIO Project Manager (PM) or the contractor

Task Order GST0007AJ0032

GSA Schedule GS-35F-0780M PAGE 2-4

EOP0000135
 STATEMENT OF WORK

Weekly Status Report / A staln.ls rcpon vdH be delivered each Monday by 12:00 pm to th~ OCIO
Contracting O[ficer’s Teclmica] Representative (COTR),

2.5 TASK 3 - MIGRATION ASSESSMENT AND PRODUCTION

¯ INFRASTRUCTURE ANALYSIS

Zask.3 has been dN..ided int~ two sub t,5~sks.j.n or.d. ~r..t.o. qlari.fy lh.e purpose..g.n_d delis’erable.s of_.
these related activities.
2.5.1.1 SUBTASK 3.1 - RMS "MIGRATION ASSESSMENT PHASE
The contractor shall include one ~Architect resource for the duration oF this task.
The additional resource will sen,b a dual function. Roughly 50% of this resou.rce’s activities will
be dedicated to assessing the level of effort required to migrate the existing ~
RMS environment to versiontl~l~and providing the EOP with a Migration Recommendations
Document which includes a Functionality Matrix belaveen the existing system and the proposed
end state system. The remaining 50% of this resouree’s efforts will be to properly assess EOP
High Availability (HA) and Disaster Recovery (DR) requJremdnts and provide EOP with a HA ~
and DR Recommendations Document. Further details regarding the specific deliverables for this
added resource may be found below,

The RMS Migration task will consist of a single three week phase where the contractor shaI1
analyze the existing ~i~lllllll~system. The contractor shall create a matrix which Ii~oes
up the existing ti~l~customJzed Nnctionality with ~hat of the out-of-the-box Nnctionality in
III1~~11~. Once the functionality mapping is eomplele, the contractor shall d~cum~nt
recommendations to EOP on which ~ustomized functions should be duplicated in thenew system
~md which are either "no longer required or are cost prohibitive to d.uplicale.
2,5.1,2 SUBTASK 3,t,1 - ILMS MIGI~ATION ASSESSMENT DELIVERABLES

Delivernble .Description
RMS FunCtionality Mntrix .
RMS Migration Do~’ument Nat des~ibe~ the recommended approach to migrating the P&IS
Recommendations ~tem fro~ Jt will contain best practices for bo(h rime’renal ~d
Document. document migration. It will also eo~taiz time and resource eaS-nn’~es.

2,5,2,1 .SUBTASK 3,2 - PRODUCTION INFRASTRUCTURE ANALYSIS PHASE

The HA ~ad DR Analy~i~ task will consist of a single three week phase where t~e contractor
shall maalyze EOP’s HA aM DR requirements and produce a reeomme.nda(ions document on a
best practices approach to e.nable HA and DR [br the new ~

2.5.2.2 SUBTASK3.2,1 PRODUCTION INFRASTRUCTURE ANALYSIS

DELIVERABLES

Task Order GST0007AJ0032

GSA Schedule GS-35F-0780M PAGE 2-5

EOP0000136
 STA TEMENT OF WORK

Deliv.era hie Description

Environment Architecture Physiaa] and logical grapNcs that show Teoormrnendcd server configurations
Diagrams ~JDR) for the test, staging, mad produotion ~nvg-onm~n~.
Produmian In frastmclure Document that desaribes tho recommended design for building out ~~a]l of
Reeammendation~ the en’¢konm~nts withhn EOP (d~vclaprne.nt, ~taging, ~ad production); It MII
contain bes! practices for configuration te~ng, and rnMntenance. It MI also
~ntain time and resource estimates,

TASK 4 - PROVIDE BILL OF MATERIAJ~S

Provide all soRware and maintenance identified in Section !.2,

Task Order GST0007AJ0032

GSA Scheclul~ GS-35F-0780M PAGE 2-6

EOP0000137
 PACKAGING AND MARKING

3,] DELIVERAB LES

The contraclor shall provide deliverables to addresses identified in Contrac! Administration Data
in machine readable format using and ~ via email, or CD-ROM for
those deliveries that cannot be e-mailed. --

The contractor Shall use best commercial praefic.es for formatting deliverables under thi~ Task
Order.

3.2 M.A!’CA4]NGS FOR ELECTRONIC DELIVERY

ElectroMc copies shall be delivered via e-mail attact~nent. The contractor shall label each
electronic clelivery with the Task Order Number and Project Tille in the suSject line of the e-mail
transrrfi ttal.

~ask Order GST0007AJ0032

GSA Schedule GS-35F-’0780M PAGE 3-1

EOP0000138
 INSPECTION AND ACCEPTANCE

4.1 PLACE OF INSPECTION AND ACCEPTANCE

Inspection and acceptance of a!l work performance, reports and other deliverables under th~s - ¯
Task Order shall be perfomaed by the EOP’s 2"ectmical Point of Contmzt (TPOC).

4.2 SCOPE OF.1NSP.ECTION ......

4.2.1 All deliverables will be inspected for coptent, completeness, accuracy-and conformance
to Task Order requiremen~ts by the COTR. The scope and nature of this inspection {viii. be
sufficiently comprehensive to ensnre the completeness, quality and adequacy of all deliverables,

4.2,2 The Goverrnnent requires a period not to exceed ten (10) work days after receipt of final
deli-~’erable items for inspection and acceptance or rej~ti~n.

4.2.3 BASIS OF ACCEPTANCE

The basis for acceptance shall be compliance with the requirements set forl~h in the Task Order,
the contractor’s quote and other terms and conditions of the contract. Deliverable items rejected
sha]l be corrected in a.ecordaace with the applicable.clauses.

4.2.4 Reports, documents and narrative .type deliver~les will be accepted when all
discrepancies, errors or other deficiencies identified in wriling by the Government have been.
corrected.

4.2.4.1 If the draft deliverable is adeq~aate, the Government may accept the draft and pro’ride
comments for incorporation into the final vm’sion. ~"

4.2.4,2 All of the Government’s comments to deliverables must either be incorporated in the
succeeding version of the deliverable or the contractor must demonstrate t~ the Government’s
satisfaction w]~y such comments should not be incorporated.

4.2.4.3 Ifth~ Government finds that a oh’aft or final deliverable contains spelling errors,
grammatical errors, improper format, or otherwise does not .~onforrn to the requirements stated
within this Task Order, the docttment maybe immediately rejected without further’review and
returned to the contractor for eorrectlon and resub~rfission. If the contractor requires additional -.
Government gnidance to produce an acceptable dred~ the contractor shall arrange a meeting with
the COTR.

4.3 DRAlrF DELIVERABLES

4.3.1 The Gdvernment will provide ~¢it~en aeceptmaee, comments and/or change requests, if
any, within ten (10) work days (unless specified otherwise in DelA,eries or Performan.ce) from
Government receipt of the draft deli~,erable.

@ask Order GST0007AJ0632

GSA Schedule GS-35F-0780M PAGE

EOP0000139
 rNSPECTION AND ACCEPTANCE

4.3.2 Upon receipt of the Govemmenl comments, the contractor shall have ten (10) work days
to in.corporate the Gov.ernment’s comments and/or change requests and to resubmit the
deliverable in its final form,

4,4 WRITTEN ACCEPTANCE/REJECTION BY TH E GOVERNMENT

The .Oovenmaent shafl.pro.v.ide wfitlen notificatlo~ of.acc~ta~ce or

deliverables within ten (10) work days (unless specified
Pzrformal~ce). All notifications of rejection MI1 be accompanied with an explanation of’the
specitb~ deficiencies causing the

4.5 NON-CONFOKMING PRODUCTS OR SERVICES

Non-confomaing products or services will be rejeetet Deficiencies will be corre¢led, by the

eontra¢tor, within ten (10) work days ~fthe rejection notice. Ifih~ d’efi~ieneies cannot be
corrected within t~ (10) work clays, the contrac, tor will immediately notify the COTR of the
reason for the de~ay m~d provide a proposed correcti.v~ action plan v, dlhin ten (l 0) wo~k days.

Task Order GST0007AJ0032

GSA Schedule GS-35F-0780M PAGE 4-2

EOP0000140
 DELIVERIES OR PERFORMANCE

5.1 PLACE OF PER~OI~h’[ANCE

Place of performance Js tim EOP’s Office in the metropolitan Washinglon DC area and the data
center facility.

........... 1.800 G. Street, NW .............. . -: ............

Washington, DC. 20006

5,2 PEP,!OD Olz PERFORMANCE

The period of performance [’or this Task Order is Date of Award plus 9 weeks. The annual
Maintenance period is not incbded in the period of performance. ScKtwaro and all media sha]l
be delivered in 15 work days,

5.3 TASK ORDER SCHEDULE AND MILESTONE DATES

The following schedule ofm[lestones will be used by th~ FED$’[M COP, to monitor timely
progress under this Task Order.
The following abbreviations are used in this schedule:
NLT: No Later Than
TeA: Task Order Award
All references to Days: Workdays

;:,’~:~ : 4:.~’~ &;." "-...y,: :, :.. ~i:..~.~’-~. ~’ ~’~?~’~:’;, :,’,r::~’:~l:" <~_4, ~. ~,;~.t .~ g.-~;~7:
-?~E~ .T,.ON a~ E .~i~ ~E~t[L~!~:t{?4ffL .- ", O’.:’X.~ ?:.~i: ~’. ~O~LET, ION;~-...T.-.B:,~: ~.o ~.:, ~,
pro]," e.~[. s tart (PS) At TOA
Kickoff Meeting 5 days after TOA
P}!ot Design Document (PDD) Per SOW Paragraph 2.5.1 and
Conic’actor’s Quote
Proposed ERM Implemen~aiiori P’l~nl " " ’ Per SOW Paragraph 2.5.3 and
,Contractor’s Quote
Pilot Assessment Results Document Per SOW Paragraph 2,5,4 and
Coht~aotor’s Quote
Wdrk Breakdo~a Structure Per SOW Paragraph 2.5,4 m~d
Contractor’s Quote
RMS Migration Assessment Per SOW Para~aph 2.6.2 and
Contractor’s Quote
RiMS Functionalily Matrix Per SOW Paragraph 2,6.2 and
Contractor’s Quote
Environment ArchkectureDiagrams (HA/DR) Per SOW Paragraph 2.6,4 and
Contractor’s Quote
Bill of Materials P~r SOW P~ragrap a 1.7 ~nd
Contractor’s Quote

Task Order G ST0007AJ0032

GSA Schedule GS-35F-0780M PAGE 5-1

EOP0000141
 DELIVERIES OP~ PERFORMANCE

Originals of MI dcliverables ~d ~o~espondence shall be d¢ljver~ to th~ GSA Cohering

...... Offic¢ffvKepres~ntatiw an~ Con~a~g-Officar .identifiad~in. Comracl.Admini~lra#on Data.. ....... ~ ................

Copies of all d~~verabte~ shill also be delivere~ lo the Cli~t ~OC ]].sted ~ Camracl
Administration Data,

5.6 NOTICE REGARD. ING LATE DELI~rERY/PROBLEM NOTLVfCATION REPORT

The contractor shall notify the FEDSIM COR and CO via a Problem Notification R.eport (’PNR)
as soon as it becomes apparent to flae contractor, that a scheduled delivery will be late. The
contractor shall include in the PNI~ the rationale for late delivery, fl~e expected date for the
delivwy and the project impact of the late delivery. The FEDSIM COR will review the new
schedule and provide guidance to the contractor. Such notification in no way limits any
Goveramm~t ~ontractua] r~ghts or remedies-including but not limited to termination.

Task Order GST00~)7AJD032

GSA Schedule GS-35F-0780M PAGE 5-2

EOP0000142
 INVOICING

INVOICE SUBMISSION

The contractor shall submit Requests for Payments in accordanoo with the format contained in
OSAM 552,232-70, INVOICE REQUIREMENTS (SEPT 1999), to be considered proper for
payment, h~ addition, the data elements ~ndieated below shall be included on each in’dice,

Task Order number: GST0007AJOD32

Paying Number: 21479510
FEDSIM Project No. 27120
"Project Title: AGENCY EOP Records Management

The contractor shall submit invoices as follows:

The contractor shall utilize FEDS~M’s electronic Tracldng and Ordering Syslem (TOS) Next to
submit invoices, The contractor skall submit invoices electronically by logging onto:

Select Vendor &q)por¢, log in using your assigned LD. and password, then click on Create
Invoice. The TOS Next Help Desk should be contacted for support at (~1~~I By
utilizing ~is method, no paper copy of the invoice shall be submitted to GSA FEDSIM or the
GSA Finance Center in Ft, Worth, TX. However, the ~ontractor may be required to submit a
written "hard~opy" invoice to the Government if requested by the FEDS~4

6.2 INVOICE CONTENT

6.2,1 LABOR

The coatzactor may invoice montl~y on a monthly basis. The invoice shall include ~be period of
performance cover.ed bythe invoice and the CLIN lmmber and title and IA number. All hours
and costs shall be reported by CLIN ele.ment (as shown in ~pplies or Ser~q:ce~ and Prices/Costs)
and contractor employee, and shall be provided for the current billing month and in total from
project inception to date. If teaming or subcontracting is proposed, one consolidated invoice
from the prime contractor shall be submitted in accordance with othdr terms and oonditious of
the KFQ. The contractor shall provide the invoice data in’spr.eadshbet form with file f~llowing
detailed information. The listing shall include separate columns and totals for the current invoice
period ~d the project to date.

Employee name (durrent and past employees)

Employee company labor category
Employee labor eat~goly
Monthly and total cumulative hom:s worked
Burdened ho~ly labor rate
Cost izeurred not billed

Task Order GST0007AJ0032

GSA Schedule GS-35F-0780M PArlE 6-1

EOP0000143
6.2.20DCS

The contraclor may invoice on the basis of cost ]ncmred for the ODC CLIN ~p to the NTE
amoumt. The invoice shall include the period ofperfon~anoe covered by the invoice and the
CLIN number and title and IA number. In addition, the contractor shall provide the following
detailed information for each invoice submitted, as applicable: Spreadsheet submiss~d’ng, in ~t
~ermat; are required. . .........................................................................

eDGe purchased
Date delivery accepted by the Government
Associated CL1N
Project to date totals by CLIN
R_emairxing balance.of each CLIN .
Indirect Handling Rate in accordance with the basic contract

6.3 CONTtL.4.CTENG OFFICER (CO) -To be provided at award)

GSA FEDSIM
ATTN: ~, Contracting Officer
6354 Walker Lane, Suit6 200
Alexandria, VA 22310
Telephone:
Fax:
Email:

6.4 TECHNICAL POINT OF CONTACT {TPOC) (To be provided at award)

ATTN: ~
Street: 1800 G Street NW
City/State: Washington, D.C. 20006

Cell:
Email:

6.5 CONTtL&CTING OFFICER’S 1LEPRESENTATIVE (COR) .

GSA FEDSIM
ATTN: ~, COR
6354 Walker Lane, Suite 200
Alexandria, VA 22310

Fax:

¯ Task Order GST0007AJ0032

GSA Schedule GS-35F-0780M PAGE 6-2

EOP0000144
6.6 CONTRACTING OFFICER’S REPR_~SENTATIVE (COTR)
RF~$PONSfBILITIES ".

m The Contraufing Officer will app’oint a COTR in writing for each task order (TO). The COTR_
will receive, for the Government, all work called for by the TO and will represent the CO in the
teclmical phases of the work. The COTR will provide no supervisory or instraetiona~ ?~ssistanoe
to"eontraetor personnel. ............ - ........... . ..........................................................

b. The COTR is not authorized to change any of the terms and conditions of~h~ TO. Changes
the scope of work will be made only by the CO by properly executed modifications to flxe TO,
Additional r.esponsibilities of t-h~ COTR h.~clude:

(1) Monitoring the contractor’s performance to ensare compliance ,Mth technical

requirements of the TO.
(2) K~vie\v and approval ofpro~ess reports, technica! reports, ctc.,’which requke
Govermnent approval.

Task Order GST0007AJ0032

GSA Schedule GS-.35F-0780M PAGE 6-3

EOP0000145
 SPECIAL CONTRACT RE~UrREMENTS

7.1 GOVERNMENT FURNISHED PROPERTY (GFP)

The Government shall provide office space, personal computers, telephones, foxes, copiers, and
operating/office supplies as required Io fulfil] performance requirements’under lhis ~ogtract. The
list shall be periodically updated by and Contractor ~d validated by the COTR. Contractor staff
shall also receive appropriate passes to enter Govenunent facilities-.- Use.o£-a:I1-Government- ....................
famished items for other thm~ Oovemrnenl work is strictly proh~ited, _

The Contractor shall maintain a list of Govemment-f~arnished items throughout the iif~ of ~h~
contract, and th~ list shall be made available for Government upon demand. Contractor staff shall
follow EOP’s checkout procedures to assure that all Government-furnished items are returned in
good operating condition to the Govenm~eni. The Contractor shall be responsible for the cost of
replacing lost or damaged items, including losl building access fobs (approximately $50 each)
and Viotim Rescue Units (approximately $3~0

The GFP listed below is the equipment tha! will be purchased by Agency EOP for use of
task order and furnished to the contractor as GFP for implementation of the records management
systems. Thebelow equipment is exp~ted to be delivered to th~ contractor no later than 25 days
after award of this task order.

1
2
1
33
8-

1
1
4
1
4
I

1
1
4
i1

Task Order GST0007AJ0032

GSA S~iaedule GS-35F-0780M PAGE 7- 1

EOP0000146
 SPECIAL CONTRACT RE__QUIREMENT.S__

.1

Task Order GST0007AJ0032 PAGE 7- 2

GSA Schedule GS-35F-0780M

EOP0000147
 SPECIAL CONTRACT R£0UIILEMENTS

ThE Government will provide infommlion about the Agency environment, organization chart,
and h~dividuals as determined by ti~e TPOC.

¯ 7.3 SECURITY RigQUIREIVIENTS

All data and information required in the pert’olTnance of this task is unelassitfed, and a seourlty
clearance is not required in performance ef this effort. However, access to the EOP and all other
agency faoilities require approval by the agency’s Office’of Security and Emergency
Preparedness (OSEP). Approval is granted after suitability is determined by considering the
results from a name check p~cformed by the Federal Bureau of have~igation ~B1-). Contractors
must allow ten worldng days prior to the pmjeoted start date for a name check to be processed
and. approved by OSEP. ALl Contractor pers?~mel must be 18 years of age and U.8. citizens,
Contractors.are responsible for providing personnel who meet the EOP’s personnel security
requirements. 1n this regard, oon*raEtors are expected to perfoma initial background cheeks of
po*ential employees. Fail’are to do so }esult~ in an mm~eessary delay ofbe#nning ofconlract
perfo .rmanEe; results N a waste of Germ-amour resources to do baokground checks on contractors
who should have been pro-screamed; may result in unfavorable pitst perfon-nanee evaluations for
the contractor, because of a failure to meet contract requirements; and may be a faotor for
evaluation of any award fees, if applicable.

Contractor personnel who requ[r~ access to the complex for !opger than 90 days-wil! also be
required to u~dergo a full-fielO FBI inv~stigatiort, and other background investigations as
dE~med appropriate. Contractors must provide information to complete the Nil field background
investigation within lwo weeks after th.dr start dale at the BOP Complex or wifl~in two weeks of
being notified that thdr work will extend for longer than a 90 day per~od. Permanent access
(beyond 90 days) is ganted only after OSEP.review and approval of the results of the
investigations.

T~k Order GST0007AJ0032

GSA Sd~edule G.S-35F-0780M PAGE 7- 3

EOP0000148
 SPECLAL CONTRACT REOUIREMENTS "

Contractor is responsible for ensuring that all c~ntractor personnel follow the EOP’s chEck-out
procedures when access is no longer reqairEd. Departing persormel must return building passes
to OSEP where they w-ill obtain instructions for checking out of the complex.

Access to the EOP complex

-All Contractor personnel who r~cE.iVE a ~-,S :-SEcrEt S Erv’ice..(USSS),issued-badge, granth~ g --

access to a facility ofthe EOP complex or receive access to EOP systems for 90 days or more,
regardless oflocal’ion, will be su~ojeEt to pre-acEess drag testing. _
ContraEtor personnel with no EOP complex access

Co, tractor persormel who do not receive a USSS-issued badge, but who receive access to EOP
information te.clmology systems for 90.days or morE, regardless of access location, will be
subject to pro-access drug testing. The Contractor personnel should also be included in the
Contractor’ s Dru g-Free Workplace pro gram.

ThE appropriate EOP Chief OfficEr may also require prE-aooEss testing of Contractor personnel
with access to EOP hfformation technology systeNs for less than 90 days. Consideration for
drug tenting thEs~ Contractor personnel should inel.nde~ but is not limited, to, the systems to
which the Contractor personnel have access and the nature of the access. ThE Contractor
personnel should also be included in the Contractor’s Drag-Free Workplace program.
Computer Security
All Contractors accessing EOP’s systems shall be rEquirEd to comply with all compu.ter security
pollc~es and practices of the EOP, In addition, Contrb.ctor personnel who are granted special
access privileges to perform system administrator functions will bE required lo sign a Special
Access Privileges ,4g~’eem.en!. This agreement ensm’es that privileges .will only be used for
required Nnctional purposes. (EOP Will provide form to ContraEtor.)

Security of Unclassified Information and Information Systems

This section implements the EOP’s acquisition requirements pertaining to federal policies f~r the
security of unclassified information anii information systems to fl~e extent that fl~oge
requirement~ apply to the EOP. Federal policies include but are not limited to:

FedEral Information.System Mmaagement Act (FISMA) of 2002 ’

Homeland Security Presidential Directive (PISPD) 12
Clinger-Cohen Act of 1996 (40 U.S.C. !401 et- seq.)
Public Law 106-398, section 1061.
OMB Circular A-130, Management of Federal Information ResourcEs
OMB Memorandum M-06-16, Protection of Sensitive AgEncy Iaffomaation
National Institute ot’ Standards and Technology (NIST) Special Publications
(¢o include the minimum securit3(, controls identi£Ed in SP 800-53)
Federal Information Processing Standards (-FIPS) to include but limited to FIPS
140-2, 199, 200~ etc. -

Task OrdEr GST0007AJ0032

GSA SchEdule GS-35~F-07.80M PAGE 7- 4

°?

EOP0000149
 SPECIAL CONTRACT REQUIREMENTS

These requirements safeguard IT sen;ices provided to the EOP such as the rmmagemenl,
operation, mainlenan~e, development, and administration of h~’dware, software, firmware,
computer systems, networks, and telecommurfications systems. Along with these federal
guidelines, i~ is expected that any solution comply with the standards 6etailed within
In format.ion Assurance (IA) Directorale Poticy which will be made available with the approval
ofOCIO’s IA Directorgte as needed. In addition to existing federal standards and gun,lines, it
......... . .... is the C0nt~acto~’s respons[bility.to adhere to new requirements.that-pertain to the.security of.
unclassified infon~afion and information systems as these requirements are iss_u~d by federal.
entiti es. -

Information systems used or operated by the EOP or by a contractor of the EOP or other
organization on behalf of ~e EOP must be authorized to o]~erate b’y the EOP Desiga’ated
Approval Authority (D/u~) through the certification and accreditation process as o~tlined ia
N!ST SP 800-37, Guide for the Security Certification and Accreditation of’Federal Information
Syste.ms. The ce~ficafion process verifies that an infomaation system has employed secmTi.’ty
controls in accordance with N!ST SP 800-53, Recommended Security Controls for Federal
Information Systems, and consistent with thesecurity categorization of the information type(s)
m’a[ntained by the system as defined by NIST SP 800-60, Guide for Mapping Types of
Information and Information Systems to S~udty and FLPS 199, Stindards for Security
Categorization of Federal Information and Informafion Systems, and acceptably meets federal
stmadards such as the list of regulations identified above.

Within a time agreed upon by all parties involved.after the contract award, the ContJ-actor shall
submit an [I" Sedurity Plan that includes descriptions oft-he management, operational, and
technical security controls (as defined in NIST 8P800-53) employed in the system to the
Contracting Officer for EOP approval This security plan shall be prepared consistent in form
and content with NIST SP 800-[8, Guide for Developing Security Plans for Federal Information
Systems, and include any additions/angmentations described in OCIO’s IA Program and Policy.
The security plan shall includ~ an assessment that shall identify all information types as well as
the "high water mark," as deKned in FEPS 199 and NIST SP 800-60, offl~ pro~essed, stored, or
transmitted information necessary to fulfill the contractual .requirements. TI~g sec.udty plan shall
also identify and document the proposed implementation of appropriat~ IT security controls in
accordance with bUST SP 800-53, mandated by FIPS 200, Minimum Sezurity Refluiramm~ts for
Federal Information and 5ffonnafion Systems, and consistent with the security categorization of
the information types and the requirements of the FIPS 19~. The plan Shall be reviewed and
updated in accordance withN1ST SP 800-53 and E[P8 200 on a ~,early basis.

7.4 DRUG TESTIN~ ¯

7.4,1 Pre-employment Testing

Consistent with the EOP drug-free wor~lace program, all Contractor personnel required to
undergo.a pro-aCcess drug test m~st be tested no more than 30 days prior to being granted access
to an EOP complex facility or EOP systems. EOP Human. Resources Management Division
(I-IRMD) will arrange for the testing at goveram.en’t expense, either at a govenm~ent facility oi- a
govemmenl-contracted location.

Task Order GST0007AJ0032 .

GSA Schedule GS-35F-0780M PAGE 7- 5

EOP0000150
 SPECIAL CONTRACT REQUIREMENTS

Subj~t to the language described below, all contractor employees who work on this contract will ....
be s’abjecl Io the stone drug testing requirM of Government employees before they may r~ceive
access to the EOP complex or EOP ~stems to be~n work on ~ EOP contract. ~is requirement
is in addition to FAR Clause 52.223-6, Drag Free Workplace, Drag testing coaffa~tors
the G~ve~ent’s h~teresl in protecting sensilive information an0. floe natur~ of the c~r~tors’
work p~ffomaed..in m)pp~.of.E.~Fs mission is s~h that ~g ~e.w.ould cause a direct ~d
imm~iate h~a to orgaMzafions EOP suppo~.

For p~arposes of this contract, the term "Contractor" includes, but is not limited lo, ~e company
(including an individual) performing on an EOP-awarded contract; employees of contractors;
subcontractors; and employees of any subcontractors, The term "Contractor personnel" includes
individual employees of a contractor and employees of any subcontractor. Additionally, an
"EOP contract" includes, but is not lim~t~ to, contracts awarded by the EOP Procurement
Branch, and contracts awarded on EOP’s behalf by such organizations as GovWorks, or the
General Services Achninistrafion (GS,i.) for the acquisition of goods or sere, ices funded by EOP,

EOP strives to maintain the Nghest level of security for the information and systems used by its
customers, by ensuring a drug-free work environment, Subject to th~ guidelines below,
contractors m~t submit to and su~essNlly pass a drug test as a condition o fre~eiving access to
the EOP complex or EOP systems under an EOP-awarded contract. Contractor personnel will
also be subject to reasonable cause drug testing,

Contractor employees may be required to pass a drug test prior to be~nning work on the
contra~t. If required, th~ Contractor may either p.rovide proof that employees passed a pro-
emplo}~ment drag test, or participate in a Government-sponsored testing program. If the
Contractor dccides to participate in the Goyernment program, EOP, HNM Division will arrange
for the drug test at ~ao cost to the Contractor, and provide the results of such tests to the
Contractor.

7.4.2 RandomTesting

Consistent with FAR 52.223-6, Drug-Free Workplace, the Contractor shall randomly drug test
personnel working on this contract in a manner equivalent to that covered in tile EOP Drug-Free
Work-pl.aee Plan. If the Contractor does not have an existing random drug testing program,
Contractor must either establish a program or participate ia the EOP Drug-Fre~ _Workplace Plan,
The EOP plan may be reviewed by arrangement with the Contracting Officer. "

At a minimum, the Contractor’s plan for random drug testing shall follow the procedures
deswibed in-the Department of Heallh and HumanSer~dces (HI-IS) Mandatory G~fidelknes ’for
Federal Workplace Drag Testing, effective Sc’ptember 1, 1994, as described in the Substance
Abuse and Mental Health Services Administration Mandatory Guidelines for Federal Workplace
Drug Testing Programs, These programs are available on the Interact at
¯ http://w~.w~r~c~ace.sarn~a.g~v~DrugTdsting~NaflLE~PertPgm1MG~idelines.~tm..

Task Order GST0007AJ0032

GSA Schedule GS-35F-0780M PAGE 7- 6

EOP0000151
 SPECIAL CONTRACT R_EQUIP,.EMENTS

l.f the Contractor already bus an existing random drug-testing program, the CoI~tractor must
submit a report of the number of employees tested on a random basis m~d the results of random
testing. The report should also include those instances where employees were removed from the
perfom~ance of this contract for testing positive for drag use. This report m ns~ be submitted to
the EOP H.RM via the EOP COTR semi-annually.

In the event flm.t a Contractor:s emplo.ye.e tbsts.positive for. any substmace refen-cd to above,.artd ..................
the test is verified by the Contractor as un-atMbutahle to an excusable source, for example, a
properly prescribed medico’don, the Contractor must immediately notify the COTR. _

%5 PROltlBITION OF ADVERTISING OF AWARD

The contractor shall not refer to fl~i.s award in commercial advertising, or similar promotions in
such a manner as to state or to imply thatthe product or services provided is endorsed, preferred,
or Js considered superior to other products or services by the EOP. This includes advertising, or
similar promotions, in all forms or electronic, broadcast, and print media.

In addition, the contractor is restricted from reproducing the image(s) of the EOP in any form of
commercial advertising, or similar promotion. This includes images ofo’fficial seals and
buildings. The reproduction of official seals and the images of buildings are a matter controlled
by regulation and Executive Order. Amy proposed usage of such symbols must be brought to the
attention of the Contracting Of~cer,

7,6 ILESTRICTION AGAJNST D1SCLOSUR~

The Contractor agrees, i.n the performance of this task order, to keep floe information contained in
the source documents famished by the E.OP in the strictest confidence, said information being
the sole property of the EOP. The Contractor also agrees not to pu.blish, reproduce or otherwise
divulge such information, in whole or in.prot, in any mariner or foma; nor authorize or permit
others to do so, taking reasonable measures as are necessary to restrict access to the information,
while in ]fis or her possession, to those employees who must have the information to perform tim
work provided herein_on a."need-to-know" basis, and agrees to imr~.aediately notify the
Contracting Officer in writing, in the event the Contractor detemaines, or has reason to suspect, a
breach of this requirement, The Contractor is responsible for ensuring all employees involved in
the per.fomaance of this task orkler to sign a "Restriction Against Disclosure" statement that is in
the following format. The Contractor shall provid~ an odgb~al copy of each. signed statem.ent to
the Contracting Officer prior to each employee b~ginning work..

tLESTK]CTION AGAINST DISCLOSq3tLE STATEMENT

Company "Name:

Employee Name:

Date:

Task Order GST0007AJ0032

GSA Schedule GS-35F-0781?M PAGE 7- 7

EOP0000152
 SPECIAL CONTRACT R_EQU[REMENTS

info~ation which m~y be of~ teclmic~l ~or s~nsitive n~e, ~nd which may b~ ~a sale pmpe~ of th~ U.8.
Government I h~by agree ~hat [ w~l keep any and ~11 ~om~ation f~nished byth~ Gove~enl, or ~at I ~ght
othe~se ob~ or become aw~e of during the peffo~an~e ofth~ con~ac~ in the s~ctest confide~e. [
a~ee ~at I ~m. speeifea~ly prohibit~ ~om p~)ishipg, reproducing ar ~s~ ~}~pg.~y ~u~h i~a~afiqp i~ .....
wh~e ~r in p~ ~ any mn~er’~r fo~, ] am prohibited fro~ ab~oi~[ng or permilt~g others to do so, and
such re, enable measures ~ ~e neoegsa~ to reg~l access t~ the info~afion while in ~ possession.

U~ing information made ~vnilab]e m~der this contract for a purpose or to an extent unauthorized herein, may subject
me to criminal sanctions imposed by 18 U.~.C. 641. This section provide.% in pertinenl par!, "Whoever .,.
lmowirtgly converts to hi~ use or to th~ use of another, or wilhont ~therity. sells, conveys, or disposes of any record
... of flee Uniled Slate~ ,.. or whoever reeeives ... lhe same with intent to convert il to his use or gai~, "knowing it to
have been ... converted, shall be fined [no* mor~ than $10.000] or imprisoned &not more than 10 years, or both

Signature!Date

7.7 TRANSFER OF SOFTWAI%E MAINTENANCE AGREEMENTS TO FOLLOW-

ON CONTRACTORS

The contractor shall ensure that all sdflware agreements entered into under this task order are
transferable to the Government and/or to ether contractors at the discretion of the Go’cerm-nent.

7,8 DOCUIVI-ENTS

This section implements the EOP acquisition requirements pertaining to federal policies for the
sec’oxity of unclassified information and information systems to the extent that those
requirements apply to the EOP. Federal policies-include but are not limited to:

Federal Information System Management Act ~ISMA) of 2002

Homeland Security Presidential Directive (HSPD) 12
Clinger-Cohen Act of 1996 (40 U.S.C. 1401 et seq.)
P~blJe Law 106-398, section 1061
OMB Circular A-130, Management of Federal Information Re’sources
OMB Memorandum M-06-! 6, Protection of Sensitive Agency InSom~.ation
National Institute of Standards and T~.chnology (N’IST) Special Publications (SP)
(to include the rain~mum security controls identified in SP 800-53)
Federal Information Processing Standards (FIPS) to include but limited to FWS
140-2, 199, 200, etc.

These requirements safeguard IT services provided to the EOP such as the management,
operation, maintenance, development, and administration of hardware, software, fro:r/ware,
computer.systems, networks, and telecommunications systems. Along with these federal

Task Order GST0007AJ0032

GSA Schedule GS-35F-0780M PAGE 7- 8

EOP0000153
 S P ECIA L CONTRACT REOLrlREMENTS

guidelines, it i.~ expedted that any solution comply with the standards detailed within OCIO’s
Information Assurance {IA) Directorate Policy which will be made available with the approval
ofOCIO’s IA Directorate as needed. In addition to existing federal standards and guidelines, it
is the Contractor’s responsibility to adhere to new requirements Nat pertain to tlm security of
unclassified infom~ation and infom~ation systems as these requirements are issued by federal
entilies. --

Information systems used or operated by the EOP or by a contractor of the EOP or other
organizaion on behalf of fl~e BOP must be authorized to op~rat~ by the EOP Designated
Approval Authority (DAA) through the certification and accreditation process as outlined in
NIST SP 800-37, Oukle for the Security Certification and Acc.reditation of Federal Information
Systems. The certification process verifies that an information system has employed secttrity
controls in accordance wiih NIST SP 800-53, Recommended Security Controls for Federal
Information Systems, and consistent with the seeurity’categorization oi’the information.type(s)
maintah~ed by the system as defined by NIST SP 800-60, Guide for Mapping Types of
Informat~on m~d Infommlinu Systems to Security and FIPS 199, Standards for Security
Categorization of Federal Information and Information Systems, a~d acceptably meets federal
standards such as the list of regulations identified above.

Within a time ageed upon by all part{es involved after the contract award, the Contractor shall
submit an IT Seem-try plan that includes descriptions of the management, operational, and
technical security controls (as defined in NIST SP 800-53) employed in tke system, to the
Contracting Officer for EOP approva!. This security plan shall b~ prepared consistent in form
and content with NeST SP 800-18, Guide forDeveloping Security Plans for Federal In~brmati.on
Systems, and i~lude any additions/augmentations described in OCIO’s IA Program and Policy.
The security plan shall include an a~sessment that shall identify all information types as well as
the "high water mark," as defined in FIPS 199 and NIST SP 800-60, of the processed, stored, or
transmitted inl’ormation necessary to f~. lfill the conlract~al requirements. The security plan shall
also identify and document the proposed implementation of appropriate IT security controls in
accordance with NIST SP 800-53, mandated byFIPS 200, Minimum Security Requirements for
Federal Information and Information Systems, and consistent with the security categorization of
the information types and the requh’em~nts oft_he FIPS 199. The plan shall be reviewed and
updated ~n accordance with NIST SP 800-53 and FIPS 200 on a yearly basis.

Task Order GSY0007AJ0032

GSA Schedule GS-35F-0780M PAGE 7- 9

EOP0000154
 CONTRACT CLAUSES

FEDERAI, ACQUISITION REGULATION (48 CFR CHAPTER

SOLICITATION CLAUSES O~ttp:]/www.amet.gov/far/)

CLAUSE NO CLAUSE TITLE DATE - -

52.204-2 S ~curity Requirement~ (Aug 1996) -

52.217-g Option To Extend Servioes (NdV 199_9)
[Fill-In Date: ] 5 Work Days]
52.244-6 Subconlraot~ For Con~neroial [toms (Dec 2001)

Task Order GST0007AJ0032 Page 8-!

GSA Schedule GS-35F-0780M

EOP0000155
 LFMITED SOURCE JUSTIFICATION

..... (1) Identify. of the organization .and .the contracting,activity ...........................

Executive Office of the President (EOP), Office of Administration (CA), Offfc~ 0fthe Chief
Procurement and Contaact Management Office (OCPCMO).

(2) Natu re and/or description of the action being approved.

EOP proposes t~ conduct a soIe-sourceprocurement to EMC for a sole source contract to acquire
EMC ~ad ~oflware, and the ~ervices to configure, krnplement m~d
install an enterprise wide Records Management (RM) system. This will be a Time and Material
Blanket Purchase Agreement 03PA) under an e~isting Gener.al Services Administration’s (GSA)
Federal Saapply Schedule contract. This will be a one (l) year contract with three (3) one (1) -
year option periods.

(3) A description (3f.the snpplies or services required to meet the organization’s needs
(including the estimated value).

This RM software mad services will allow EOP to be compliant in accordance with the National
Archives and Records Administration (’tARA), 44 U.S.C, Chapter 22, 31 and 3g using
automated soflwarc processes for RM. This project shall include the configuration and
deployment of software that will manage electronic records, email, files, and correspondence, as
approved by the OA General Counsel, White House Counsel, and in compliance with NA_RA
policy, as well as theconfiguration and implementation of the software across all necessary EOP
components.

The approximate cost. of this acquisigon including all options is egtirnated:

The estimate is brok~ ddwn as follow~:

$ 824,078.30 License fees (.Federal & Presidential) and first, year mainienance
$ 259,015.00 CA Pilot and Assessment
$1,083,093.30

A.fter this pilot is completed, additional task orders will be awarded under this BPA contract to
cover tasks such as moving pilot to production, data ingestion, component deployment, traiMng,
and support costs,

EOP0000156
(4) Identification of the justification rationale,

Pursuant to the requirements of Title ]TLI of the Federal Property and Administrative Services Act
of 1949 (41 U.S,C. 25 I, et seq,) and Title 40 U.S.C. 50 i, Services for Executive Ageq~cies, as
implemented by-FAR, 8,405-6(b) (]),. this Limited Sou~ce.Jusfi fication, is.supported by fl~e ........... ,,- ...........
following facts and rationale as described in FAR g,405-6(g).

The firsijustification is that after careful evaluation mad reseamh, the EMC ~
.software was chosen as EOP’s Enterprise Content Management (ECM) software, This’EMC
Software is the only Federal Information Processing Standards (PIPS) a~d Department of
Defense (DoD) certified software that is also NARA approved. AIs% as per Gariner research for
the past three years to present, it is the top ranked ECM sofavare bn the market.

The secondary justification is that EOP already has an existing instance of the software in use for
the Presidential scmmei5 records. The software being used is ~ which is going
out of support in ~ and requires EOP to upgade the software to ,~l~. While this will
be a separate task order ~nder this BPA, the new ~purchase tinder this project would
prgvide the ne~ed licenses for the up~ade.
The third reason for using the limited sdurce j usti ficalJon is 1]~e schedule of implementation.
This soft’ware must be operational before the next presidential term on January 20, 2009. In
order to meet this deadline, it is imperative that this acquisition be expedited and the pilot is
operational by August 31,2007.

(5) A determination by the contracting officer that the order represents the best
consistent with 8,404(d),

The’Contracting Officer will ensure that the prices ultimately negotiated for this procurement
will be’ fair and reasonable based on established GSA Federa! Supply Schedule discounted
prices.

(6) A description of the market research conducted among schedule holders, and the results
or a statement of the reason market research was not conducted.

Market research discovered that th~ EMC ~ and ~ software is the o~ly
DoD and FIPS comptiant software th.at is approved by NARA. In addition, Gartner’s market
research as well as the EOP capabilities matrix showing thai EMC ~ and
~ is the only available so~vare float meets EOP’s security and cerfffication needs
and it is the proven leader ~n the industD,.

EOP0000157
FIPS 140-2 Compliant
DOD 5015.2 chapter 2 and 4 compli£nt
NARA Certified
Stable Organization an~l product
High performer in Gartner Studie~
Provides Records Management -ton
Provides Email Management Tool
F..OP Cr~prtbillti~r

(7) Anyother facts supporting.the u~e of the justification.

The BMC GSA Sch~du]~ was awm’ded undgr a GSA Federal SnppIy Schedule compefifioa. In
accordance with FAR 6.102(d)(3), use of mull{pie award s~hedules issued’under lhe proceduxes
established by lhe Admjnistrator of General Services consistent wilh the requirement of 41
U.S.C 259(b)(3)(A) for the multiple a~ard schedule program of the General S~rvices
AdmiNstration is a comp~titi-ce procedure.

(8) A statement of the actious,.if any, the EOP may take to remove or overcome any
barriers that preclude the agency from meeting the requirements of FAR 8.405-1 and
8,405-2 before any subsequent acquisition for the supplies or services is ’made,

EOP0000158
Market research will be conducted prier to any future a~quisi~ion to ensure there are no other
procluets meeting NMLa~, FIPg and. DoD requirements and compa’dbility with
Infrastructure.

(9) Certification that any supporting data that are th~ responsibility of techaica! or
re.qnir.ements personnel and which forms the basis for thejustification are certified as
complete and ~ccurnte, " "

I hereby certify floe supporlJng data that is the responsibility of the requirement~ personnel and
wkich form the basis o~’tkls justification is compleie and accurate.

Acting Director, Federal Keeords

Management

(I0) Contracting Officer’s certification that.the justification is accurate and cqmplete to the
best of the Contracting Officer’s knowledge and belief,..~

I hereby cerlify that this justiScation is accurate and complete to the best of my knowledge and
belje£

Date
Contracting Officer

CONCURRENCE:

Chiel’, Procurement and Contract

Manageanenl Officer

EOP0000159
~ Dat~
Deputy General Counsel

APPROVAL:

Based upon th~ fo.regoing limited sources justification, I hereby approve the Justi!~ation
award to EMC to an enterprise wide records management system, inclnsiv~.of software and all
the requisite services, on an other than Nil and open competition basis, Pursuant to th~
requirements of Title III of the Federal Property and Administrative Services Act of 1949 (41
U.S.C. 251, et seq.) and T~tle 40 U,S,C, 50I, Services for Exeeuliw Agenoies, as implemented
by FAR 8,405-6(l~) (1), subject to the availability of funds, and provided that fl~e supplies and
services herein described has been authorized for acquisition.

Date
Special Assistant to the President a~d
Directar, Office of Administration

EOP0000160
 TASK ORI)ER (TO)
GST0007AJ003 6

¯ IS AWARDED.AS A.RESULT.OE: ..... "

RE. QUEST FO.R QUOTE (RFQ)

GSC-TFMG-07-31934

ISSUED TO:

ALL CONTRACTORS UNDER GSA Schedule 70

Special Item Number(s) 132-8 and 132-33

The Contractor’s Basle GSA Schedule contract is applicable to the Task Order that
is awarded under this RFQ

ISSUED
General Services Administration
FEderal Systems Integration and Management Center (FEDSIN0
Metro Park
¯ 6354 Walker Lane, Suite 200
Alexandria, VA 22310

(July 9, 2007)

Information Technology Commodity kequisitiolt

IN SUPPORT OF:

The Executive Office of the President (EOP)

¯ FEDSIM Project Number ]717~0EOM

EOP0000161
 SUPPLIES OR SERVICES AND PILICE!COSTS

i.l GENERAL DESCRIPTION

The contractor shrill perform the effo~t required by this task order er~ a Firm Fixed Price (FFP)
basis. The work shall be p~rform~d in accordanc~ with all s~ctions of this task order and the
offeror’s GSA S~hedule, under which th~ r~sulting task order will b~ placed.

SERVICES AND PRICES/COSTS

The following abbre.~4ations are used in this price schedule:

CLIN: Contract Line Item Number

FFP: Fima-Fixed-Pdce

~LIN Part Number Est. Ext. Price

De$c Price
Configuration 1
OOOl

1 $1,717
2 $i63
1 $41
2 $654
i $490
2 $0
8 $16,348
8 $106,918
1 $0
1 $5,640
6 $66,456
2 $29,836
Trade-In 1

1
i $4,548

Task Order GST0007A]0036 Pagol

GSA Schedule GS-_ 5F-0M3J

EOP0000162
 SUPPLIES OR SERVICES AND PRICE/cOSTS

Configuration 2
)002

1 $82
$0
$2,044
~_ $0
.... $13,365-
$673
$14,91B
)OD2A $2,633

Configuration 3

3D03

1 $2,044
DOO3A i $2,633

Configuration 4

0004 i $34,127
$1,717
$4,823
$2,411
$24,200
8 $822
1 $469
1 $0
1 $o
$o
4
$0 :
$65
$o
$o
$o
$o
Ta~k Order GST0007AJ0036 Page 2
GSA Schedule GS-35F-0343J

EOP0000163
 SUPPLIES OR. SEKVICES AND ppdCF_./COSTS
.4 $2,354
1 $20,027
$17,880
$9,920
$5,265

$2,418

Configuration 5

2 - . $4,823
$25,777
$o
Page 3
Task Order GST0007AJ0036
GSA Schedule GS-35F-0343J

EOP0000164
 SUPPLIES OP~ SEP~\qCES AND PRICE/COSTS
$17,8B0
1 $2,418
:)05A

$425~798
ALL CLINS

T~sk Order GST0007AJ0036

GSA Schedul~ GS-~SF-0343

EOP0000165
 DESCR~PJ~ION/SPECIFICATIONS/STATEMENT OF WORK

2.1 PURPOSE

This tzsk order supports th~ Executive Office of the President (EOP) through th~ procurement
network storage..

2,2 BACKGROUND

EOP has an immediate need for network storage.

Z.3 TASK 1 - PROVIDE MATERIALS

A single awm’d will be made for all items. The contractor shall provide atl items in Section 1.2. ’
All proposed hardware shall include shipping Within Waslfi.ngton, DC (COlffUS).

2.4 SECTION 508 COMPLLANCI~ REQUIREMENTS

Compliance with Section 508 requirements is applicable to quotes submitted in response to this
R.FQ.

Task Order GST0007AJ0036 Page 5

GSA Schedule GS-35F-0343,1

EOP0000166
 INSPEC~flON AND ACCEPTAN CE

3.1 PLACE OF INSPECTION AND ACCEPTANCE

Information on inspection and a~ceptanoe of all work pm-forman~e, reports an~ oth~r

at the . ~-

3.Z SCOP]g OF INSPECTION

The G~vernment requires a period not to exceed fifteen (15) work days after receipt of final
deliverable items for inspection and acceptance or rejection.

3.3 BASIS OF ACCEPTANCE

The basis J’or acceptance shall be compliance with the requirements set forth in the Task Order,
the contractor’s proposal and other terms and conditions of the contract. Deliverable items
rejected shall be corrected in a~cordanoe with the applleable clauses.

3.4 WRITTEN ACCEPTANCE/REJECTION BY TIIE GO~gERNIVIENT

The Government shall provide written notification of. acceptance-or rejection of all final
deliverables within fifteen (15) ~ork days (imless specified o~h~rwise in Deliveries or
Performance). All riotifioadons of rejection will be accompanied with an explmaadon of the
specific deficiencies causing the rejection..

3.5 NON-CONFORMING PRODUCTS OR SERVICES

Non-confomaing products or services will be rejected. Deficiencies will be corrected, by the

contractor, witlgn ten (10) work days of~he rejection notice. ]f the deficienc.ies cannot be
corrected within ten (10) work days, the contractor will irmnedialely notify the FEDSIM COR of
thd reason for the de]ay and provide a proposed corrective action plan x~dthin ten (10) work days¯

Task Order GST0007AJ0036. Page 6 ’

GSA Schedule G$-35F-0343J

EOP0000167
 llqSPECT[ON AND ACCEPTANCE

4,1 PEP, IOD OF PERFORMANCE

The period ofperformanze is 3,0 days from date of. award.

Delivery for hardware is 14 days from date of award. Required services shall be accomplished
within 16 day~ after delivery. --

4.2 PLACE(S) OF DELIVERY

Ana~ostia Naval Annex

B]dg 410/Door 123. TO# GST0007AJ0036’
250 Murray Lane, SW
Washington, DC 20509

NOTE:

Contractor MUST follow all procedures as exp]ah3ed in the attached document Remote Delivery
Site (RDS) ~olJc~ted Address and Access Procedures..&n RDS 410 Del~very Appointment Form
is also attached.

4.3 SECTION 508 CO’MPLIANCE

All electronic and infon~ation technology, (EIT) procured through this Task order must meet the
appficable accessibility standards of 36 CFR 1194. 36 C"FR i ] 94 implements Section 508 of the
Rehabilitation Act of 1973, as arne~ded, and is viewable ~t the following LrRL:

following Section 508 technical ~tand~rds are applicable to this task order, as a minkmura:

Software Applications and Operating Systems (1194.21)

The contractor shall indicate for each line item in the schedule whether each product or s~rvice is
eomplim~t or non-compliant with the accessibility standards of 36 C~R. ] 194. Furt])er, the
proposal must.indicate’where full details of compliance can be found (~. g., vendor’s website or
other exael location).’

Task Order GSTO007AJ0036 Page 7

GSA Schedule GS-BSF-0343J

EOP0000168
 CON1TfACT ADML~STRATION DATA

5.i INVOICE SUBMISSION

The contractor shall submit Requests for Payments in accordance With the format contained in
GSAM 552.232-70, IAWO]CE REQUIP~MENTS (SEPT ] 999), to be considered proper for
payment. In addition, the daIa elements indicated below shall he included on each invoice.

¯ Task Order nmnber: GfiT0007AJ0036

Paying Number:. 21-4~9649
FED$1M Project No.: 27120EOM
Project Title: Server Storage Order

Thg confi-actor ~hall submit invoices as follows:

The contractor shall utilize FEDSIM:s electronic Tracking and Ordering System (TOS) Next to
submit invoices. The contractor shall submit invoices electronically by Iogghag onlo:

Select Vet~dor Support, log in using your assigned I.D. and password, then click or~ Create
Invo~ce. The TOS Next Help Desk sboMd bo ~onta~ted for support at (~. By
utilizing this m~thod, no paper copy of the invoice shall be submitted to GSA FEDS1-M or the
GSA Fil.~m~c~ Center in Ft, Worth, TX.’ However, the eo~traetor may be required to submit a
written "hardcopy" invoice to the Government if requested by the FEDSI!vl COR.

5.2 CONTRACTING OFFICER (CO)

GSA FEDSIM
ATTN: ~, CO
6354 Walker Lane, Suite 200
Alexandria, VA 22310
Tele
Pax:

GSD!RDF
ATTN: ~
Street: 250 Murray Lane~ SW
Building 4] 0/Door 123
City/S~,ate: Washington, D.C. 20509
Teleph<
Email: ]

5.4 CONTRACTING OFFICER’S RI~PRESENT~TIV~

Task Order GST0007AJ0036 ¯ Page 8

GSA Schedule GS-35F-0343J"

EOP0000169
 CONTRA CT ADMINISTRATION DATA

GSA FEDSIM
ATTN: ~ COR
6354 Walker Lans, Suite 200
Alexandria, VA 22310

CONTRACTING OFFICER’S REPRESKNT/kTtVE. (CO~PONSIBILITIES

a. The Contracting Officer will appoint a COR in writing for each ContracVtask order (TO).
The COR will receive, for the Government,all work called for by the Contract,frO and will
represent the CO in the technical phases, of the work. The COR will provide no supervisory or
instructional assistance to contractor personnel.

b. The COIl. is not authorized to change any of the terms and conditions of the Contract-or the
ContracVTO, Changes in the scope of work will be made 6nly by the CO by properly executed
modifications to the Contract or the TO. Additional responsibilities of’the COR include:

.Mo~fitod~g the contractor’s performance to ensure compliance with teclmical

requirements of the Contra~ffTO,
Verifying.and certifying that th~ items have bgen inspected and meet the
requirements of the Contract/TO.
O) ~Immedlately notifying the CO if perform~ce is not proceeding satisfactorily.
(4) Ensuring that changes i~ work under the ContraetrrO are not.iNflated before
written authorization or a modification is issued by th~ CO.
(5) Providing th~ CO a written request and justification for ~hanges.
(s) Furnishing interpretations relative to the meaning of te¢lmioal specittcations and
technical advice relativ; to CO approvals.
(7) Inspecting and accepting service, includ~g v~sit[ng the contractor’s facilities (o
check performance as guthorized by Contract/TO i~spection clause on a non-
interference basis.
At th~ complefio’~ of the ContracliTO, advising the CO concerning the following:
(0 All articles and services re~uffed to be furnished under the Contraot/TO
have been technioaIly aceepted.
(ii) Prepare a performance report detailing complianc~ w~th requiremenis,
quality assurance, timely completion, and any problems associated with
the ContracffTO.

c. T15e contrac*or is advised that only ibe CO, acting within the scope of this Contract/TO and
the CO’s authority, has the authority td rnak~ changes which affe~t Contract/TO.prices, quality,
quantities, or delivery terms.

d. The COR will. furnish technical advice to tlle contractor to providespecific details, milestones
tO be metwithin the terms of the Contr~cVTO, and any other advice of a technical natur~
n~essary to perform the work specified in the Contrac!]TO. The COR shall not issue any
instrt~ctions which would constitute a contractual change..
Task Order GST0007AJ0036 Page 9
GSA Schedule OS-35F-0343J

EOP0000170
 CONTRACTCLAUSES

6.1 GENERAL SERVICES ADh!ZNISTRATI:ON ACQUISITION MANUAL

(GSAM0 CLAUSES INCOI~ORATED BY RF.FER_ENCE

CLAUSENO CLAUSE TITLE DATE

552,232,70 Invoice RequLmments (Sep ! 999)
552,232,72 FinM Paym enl (Sep 1999)- -
552,232,74 ¯ Invoice Paymen.ta (Sep 1999) -

Task Oz-der OST0007AJ0036

GSA Schedule GS-35F-0343J

EOP0000171
 EIViKIL~TENDER
ENTERPRISE SOLUTION DESIGN

VERSION

OCTOBER Z3, Z008

SENSITIVE EOP0000172
 Table of Contents
Document Control .............................................................................................. 5
2. Document Approval ......................... J ................................................................. 5
2.1 EMG Approvers ................ . ..........................................................................5
Customer ~pprovers ......................................................... . ..........
3. Purpose of This Document.,.. ........... : ..... :..: ................
4. Ir~troduction ................................................................................................ : ....... 6
5. Engagement Logistics .............................................................................. " ........... 6
5.1 Participants ................................................................................ : ............... 6
"Executive Summary ........................................................................................... 7
6.1 Findings Highlights .................................................................................... 7
6.2 Recommendations Highlights .....................................................................
6.3 Out of Scope Recommendation Highlights ....................... : ......................... 8
Project Objectives .............................................................................................. 8
7.] Business Objectives ............................................................................ 9
8. General Solution Description .................................................... ~ ...................... 13
8.1 Enx, ir onment Description ......................................................................... ]4
8.1.1 Lab Environmen~ ..................................................
8.1.2 Staging En~-Lronment ......................... ~ ............................................. 15
8.1.3 Production Env[r6nment ..................................................................
8.1.4 Change Management Policies ....................................................... ".. 18
8. ! .S Tes.t and Acceptance Plan (TAP) ........ : ............................................. 16
8.1.6 System Sizing ........................... ; ................................................. : .... .17
8.2 Security and Compliance ...................................................... 17
8.2.1 Authentication ..., ............................................................................. 17
8.2.2 Authorization ..........." ........................ : ............................................... 18
8.2.3 En~tion ............................ : ..................... " ........................... ~ ......... ] 8
8.2.4 Firewalls .......................................................................................... 18
8.2.5 Audit Requirements ......................................................................... 10
8.2.6 Audit Reporting ................................................................................ 19
8,2.7 Roqufi:ed EmailXtender Accounts and Permi~s!ons ............... : ......... 19
8.3 Storage Utilization ....................................................................................
8.4 Using EMCDiskXtendez ................................. ; ......... " ................................ 21
9. Solution Functionality Deployment. .................................................... : ............ 22
9. ] Archive Folders and Retention .................................................................. 22
9.2 Rules Processing ......... ¯ ......................................................... ; .... ; ............. -.23
9.3 Shortcutting Email ...................................... : ..................................
9.4 Historical PST/NSF IngestiOn .................................................................... 23
9.~ Deleting Mail ~rom the/~rchive ................................................................ 23
0. Technical Solution Description ......................................................................... 24
! 0. l Network Infrastructure ............................................................................. 24
] 0.1. ]" Wide ]~rea :Netwo~rk ......................................................................... 24
] 0.1.2 Local Area Iqetwork ......................................................................... 24
10.2 . High Availability/Disaster Recovery ........................................................ 24

SENSITIVE EOP0000173
 10.2.1 Disaster Recovery Logical Design ................................................... ZS
10.2,2 Disaster Recovery Physice3 Design ........................................ : ........ 26
10.Z.3 Disaster Recovery Failover/Failback P~ocesses .............................. 26
10.3 Enterpxise Storage ................................................................................... 26
10.3. l Storage Logical Design Diagram ..................................................... 26
10.3.2 Disaster Recovery Time Objectives (~TOs) .................................... 28
10.4 Database Design ........................................................................... ~.,~ .......28
’10.4.1 " Microsofto~Serve~Cenfigu~a-tion..~ .......~ .................... -..,~;.~.; ..... ~.,28
10.5 Journaling Requkaments ........... : ........................................................ : ......28
1.0.6 ¯ .f~.uti-vfirus Softwa.Te ........................................................... ......................... 28
] 0.7 BacI~p Requirements ............................................. ." ................................ 30
10.Y,1 Emai~tendez General Server Backup ............................................. 30
!0.7.2 Em~lXtender License Se~’ver Bacl~p ............................................. 30
] 0.Y.8 Regist~ Ke~ Values Backup ............................................................ 30
10.7.4 Disl~tender Configuration Baakup ................................................. 3]
10.7.6 Di~kXtender Pile Metadata Backup ................................................. 31
] 0.7.6 ~em Partition and System State Backup ,... ............................ . ...... 31
]0.7.7 W Se:r’,,rer Backup.. ......................................................................... 32
] 0,7.8 MSMQ Baekup...,~. ........................................ : ................................... 32
10.8 Application Management .................................................. " ....................... 32
10,8.1 System Mon~to~mg ............................................. ~ ............................ 32
I. Proje’ct Documentation ...................................................................................... 32
lZ. Product ~aining Req-ukements ....................................................................... 3~
~3. Definitions ........................................................................... ............................. ~3
4. Adclendums ................................................................................................... ~..3~
~4,1 EMC E~ailXtenderSizin S ~adsheet ..................... ~ ...... ; ........... 35
14,2 Disaster Recovery Using
EmailXtender 4.81 SP 1 Best Practices Guide ......................................................... 35
14,3 EmailXtender Requked Poxes ...................................................... : ............35
] 4.4 Disk SLoe and RA~D Requkements ............................................................ 36

101~31200B -. P~G’~: 3 o~" 36

SENSITIVE EOP0000174
 Lis~ of T~bles
Table I. Customer Parficipanfs ............... : .................................................. 8
Table 2. o ...................
EM~ Participants .................................................................. 7
Table 3. Business Obiecdves ................................................................................. 9
Table 4. Estimated Disk Requkements ................. ~ .............................................. 17
Table S. Email Archive Enunyption Requirements .................................. ._...: .........!8
Table 6. EmailXtender Standard Audit Reports ........................................... ;-. .......19
~Ble 7~ " E~ai~t~n~r Req~d°Acco~ aiid ~’~rm.is~ions’~....~ ....... ~ ....~ ...........~,,20
Table 8, A.rctdve Folders and Retention ........................................................ ~, .......22
Table 9, Rule Processing Definition ........................... : ............................
~. .........’,.23
Table l 0. Anti-virus Exclusion Requirements ........................................................ 28.
Table l 1.
Table 12. ~em P~ndidon Back-up Schedule .........................................................
Server Back-dp Schedule .................................................................
31
32
Table 13. MSMQ Backup Schedule ..................................................... i ................... 32
Table 14, P~:oject Documentation ........................................................................... 33
Table ]5. Technical Definifions .............................................................................. 33

List .of Figuzes

Fig ]~ Lab Envizonmen{ .................................
J ...................................................................
1~
Fig 2. 15
S~aging Environment ...............................................................................................
Fig 3. Pzoduofion Environment .........: .............................................................................. 16
Fig 4. DR Desiga ........................................
’ ....................................... Z6
7 ........: .....................
Fig 5. Disk Utilization ...................... Z7
. .................................................................................

EMAII~TENDER ENteRPriSE BObUT]ON DF~IGN

I0/Z3/2008

SENSITIVE EOP0000175
 Doc~meni Control

9-23-2008 ChB.n~es Bher IA meeting B_nd Engineedng.Te~m

design meeting
i.2 9-26~200B Added vexb~age on IA procedu.Yes,iete~.tlon
phase 1I and security ’
9-3D-~OO8 M~or g~-aznmal~ca] co~-~ecHo~
1.3 ).O--ZB-8008 ~ Added PST/ARMS ingestion doc

2. Document Approval
z. 1 E1VIC Approvers

EX Design and
in-tplementadon

~ ]:~zoj ect
Management

Z,2 Customer ~pprovers

/COTR

Engineering Branch

! o/z~/~ooB

SENSITIVE EOP0000176
 Purpose of This Document
Tlzis report i~ ~ review of the EMC team’s findings, observations, and recommendations
supported by the Infomaation Technology In~Tastracl~m-e Lib~a~ (ITI~), and EMC Best
Practices. The team will review tNs report as a presentation to the E×ecutive sponsors.

This document presents the results of the EMC EmaiIXteuder Solutior~ D,sign Service at
-Executive Office 0fthe President ~OP), The inte~iew pro~ess looked al all of the email
storage ~ctions within E~utive ONce orthe Pregdent’s IT env~onment win respect to &e
implementation of EmaiiXtender. :

4. iatroduction
The EMC teara thanks Executive Office of the President and the EMC Executive Office o£the
President Account team for the opportunity to conduct the EMC ErnailXtender Solution Design
Service. The goals of this engagement were to answer all of the questions necessary to budget
and make a pumhasing deal&ion, including; hardware (disk, se~ers, etc) acquisition, software
(both EMC and 3rd palrty) acquisition, professional services time (implementation, prsject
managemcnq etc,..).and internal resource requirements.

The foundation of the service offering is’a consultative assessment of Executive Office of the
President’s email infrastructure and operations emphasizing their arehiving requirements and
processes. This Service involves one-on-one interview sessions with Execu~,ive Office of the
President’s Subj~cl Matter Experts (SME) and Business owners to obtain a detailed
understanding of their cmail archiving business requirements.

The planning process promotes a seamless softy)are implementation, mapping a customized -

EMC EmaiLYtender solution to Exeautive Office of the President’s sp.ecific business
requirements discovered throughout the intervl ew process,

8.1 PaxticipaxttS
Table 1. CUstorne~ par~iClpanfs

10IZ31BDOB

SENSITIVE EOP0000177
 6. Executive Snm.ma.ry
Email has become a re@or l’l%eallS of business communication. Fe~ Research s~ys that the
number o f co~oralc emails incrc~ed by 50% over the past year, and predicts an increase o f 35-
50% next year. IDC forec~ts that the number of mnails sent daily would ~ow from 93 hi]lion
i~ 2006 to over 35 billima in 200~. E~il b~ become a st~dard means oginterof5ce
communication(such as memo~nda), as well as communication wlth customers, suppliers and
b~iness p~aaers. The ability to a~ach documents adds to email utility ~ a communication
medium, ~ companies can deliver statemen(s, bills, prospectus Jnfe~atio~ and other t~es of
info~ation.

Not only are the storage’costs ~sociated with email astounding, file pervasiveness ofemail as a
communication medium is both advantageous and a potential problem for mm3y large enterprises
such as Executive Office of tlqe President. Email give~ ~ompanies a fast and efficient mechardsm
of communicating internally, with each other, with branch offices, and wi~ clients. However,
this can lead t6 potential heMaehes for compliance office~z or legal council in discovery
requests, as al’l communications related to the business - including internal oommunica~ions -
must be retaJned for discovery and/or eomplimlce purposes.

6.1 Findings I-Iighlights

Executive Office of the President’s challenges managing their email data revolves around the
following issues:
¯ Difficulties u,i~l~ esmblisl~i~N aridly defensible capture and retention process:
¯ Jncrzased deman.dsfor eDiscovery inquiries, which are resource intensh~e a~d c~zrry a
risk of incomlJle~e/inacqurate results;
Legac), technology, storage and applies~ions ttTat are unnecessarily complex and require
high levels of operation/mainte~tance costs.

.While .FOP has made a significanl investment in the Exchange environment [’or managing their
email, the ism~e afemail management and future storage requirements will need to be addressed.
EMC’s EmaiIA%o~der solution ,,~ill dramatically improve operational efficiencies and red,me
eostgassociated with email management. "Additionally EmailXt~der Will act as a vehicle for
improved Total Cost of Ownership {TCO) as the email environment continues to grow.

l O/Z31ZOO8

SENSITIVE EOP0000178
 6.Z t{ecomme~dations Highlights
"EMC’s EmailXlender so]utiorl w[]i siffaificantly address fl~c amount of email storage space
-consumed through message de-duplication and compression. Beyond the storage cost savings, a
proper Email Management solution is also an automated data man.agement solution tha__t i_ncreases-
. m~.s.sage arc!five a.pcessibility, while reducing administrative costs associated with email
management, compliance and legal disc~ve~ pi’oce~Iur’~. Beri~fits’~d E~Ccufii;e Offi~
President include:
¯ Sec~tre storage ofinboun.d and outbound emails in a een.tral repository.
¯ Implementation of~ records retention policy for email records.
¯ Enable eDiscover), ofemaits. .
" Categorization ofarchi~ed emails.
¯ Enable managed transfer of records to NARA.
Creation of an auditable, controllable process for re-categorization or quarantining
emai! records if required.

6.3 Out of Scope Recomraendafion Highlights

Each EmailXlender engagemenl un6ertaken by EMC Professional Services must first pass
through fl~e EMC Solutions Validation Center (SVC) to ensure thai it adheres to EMC best
practices. This process takes a look at the.customer’s environment, intended use of
EmailXtender and proposed design of EmailXtender.

"In phase one of the EmailXtender project the following EmailXtender components will not be
utilized:
, ~h.ortcutting
, User Directett Archiving
" User Men.tiO, Mapping
" PSTingesdon

Project Objectives
The deployment of the EMC Messaging technology addresses a significant number &objectives
that may be in conflict with regard to both the server environment and storage spa~e
require’merits. The objeotives fall with two basic ~’oups - Business Objectives and Operational
Objectives. It is necessary to determine what objectives apply to a partleular implementation ~nd
the specific goal" For each objective. All oF the obj ectives focus around the amotmt el" email that
will be kept at a specific location and the policies that will be enforced for the objectives:

10/83/9.008

SENSITIVE EOP0000179
 ~. 1 Bus~ness Objectives
~e fo]~ovcing business objectives have been identified fo drive lhe project:
T~ble 3. Business Objective~
Capture and store all ~mail
eommunioations sent or
recgived from at.counts on the
o~cial t|nclassified EOP Email
system
~aptu~e and store ALL related
information (metadata)
associated with the Email
.Capture and store the Email in
real time, as soon as the sender
hils the send button
~e fault-tolerant and have no
sin’gle point of failure which
could cause BOP Email to be
sent or received without be[rtg
captured in the RM system
Allow for th~ physical or logical
segregation of re~ords based on
the agency]component of the
;ender or .recipient. One copy of
the record should be stored in
the sender’s component bucket
and one copy in each of the
recipient’s agency/component
buckets. If one or more
recipients are associated with a
single agency/component then
oflly one copy of the record
should be stored in the
eorrespondi ng’
agency/component.b?cket
Allow searches to be run against
the data, by component, data
range and search words and
phrase~, Searches of Email
addresses, display name fields
m~d all ofl~er EmNI fields MI!
he provided; Search ~f
a~e~ents ~dll be provide.
Se~ch results will be able to be
10123/200~ -.
SENSITIVE
All emall flowing to, fi’om or within the Exchange__ _
envh’onment wi.ll be stored in a single era’all archive, This
will:inulude system .messages. ""
EmailXtender inherently retains email in its original form,
in0uding all metadata and attachments associated with i~.
This is a ~nction of Microsoft Exchange joumaliug,
EmailXtender emmet control which m~ssages arejournaled,
it can only control what to do with .those messages once it
has ingestect them from the jqumaling mailbox(s)..
The solution will include separate Microsoft blusters for the
~ server. The EmailXtender servers will rely on
boot from SAN and Tednndant servers set up in. a DR
locati.on to ~sare business continuity
The EMC team will create a separate cabinet (reposiiory) in
EmailXtender for each defined office and rules’will be
app]ied to these c’abinets to capture email in them for only
the users defined./fmultlple users on a message m’e in the
same cabinet, thebuilt-in d~-dup]ication of Ema~lXtender
will only stare one copy of the rnessa.ge. Also, inherent to
EX, if that same message contains users across multiple
cabinets, the message will be copied to each cabinet.
Bdtti versions of EmailXtende~ are Nlly Capable of
allowing searches for m~d r~Meva] of email across all
repositories within the archive, EOP personnel will be
trained on this process, However, there is no built-in way to
search within search results on EX 4.8. Th~ search criteria
can be saved for later use but the search results cannot, One
way to work around this will be to sort the results by
category m~d selectively export the desired results to file.
P~ 9 or 30
EOP0000180
 extracted via some search
delivery mechanism such that
the results can be viewed using
a WEB browser or some other
commonly available method.
Subsequent searches of search
results will be provided..The
ability to save search parzaneters
associated with searches will be
provMed
be not allow removal of EmailXlender 4.8 will be installed using Disk_X:tender,
record(s) from the archive, but which will enforce retention on the volumes within EX.
~llow a record to be quarantined EmailXtender 6 will be writing to Documentum wldch also
in a controlled and in an enforces retention on the data within the archive. :In either
attditable manner from other state, messages will not be able to be remove;] from the
"ecords into a lo~cnlly (or archive if the retention period has not expired. The method
physically sepa~te) records for separation of records has been described above
repository for quarantined
records. Such quaraufine
requires O~ce of General
Counsel and Records
M~uagement ~i~en ~d
auditable approval.
Fu~e~ore, qo~tined
federal, presidential, and Office
o f the Wee President records
must be mainlined in sep~ate
repertories from each other.
L~tly, for cla~si~ed
info~ation inadve~ent]y
plac~ on tl~s uncl~sified
records system, the classified
record m~t be tran~fe~ed to the
National Security Council or
Cl~sified Records Manager
who administ~ such
~e Faqsf~ or quaantine
~y record must be done
controlled and in an audlt~le

Automate email record series
and/or schedules (as .applicable)
enabling-the EOP to tTansfer
categorized email-records to
NARA
grnaiiXtender does not have the ability to automate the
transfer of records to a unit of storage other than to what it
is directly connected to, However, this can be accomplished
using a scheduled task running h script that copies the
specified volume folders ~o a network share at NARA..

0123/2008

SENSITIVE EOP0000181
 There are several ways to accomplish this task in tl~o end
state solution. We believe olcar, L’uture-looking
requirements From N~
~refe~ed mo~od.
Integrate the system into the A detailed disaster recovery plan, including faitover and
EOP’s backup and disaster failback procedures, will be doemnented dt~ring eaok -
"recovery system amending as .necessary.Phase and ,~ill be pro.vialed as.part of the teSt.and
applicable the EOP’s Disastei" acceptance plan.
Recovery Plan
Enable the EOP to enact User Directed Archiving (UDA) fold ’ers will be util~’~d to
enforce litigation holds, enforce legal holds of data. The legal team will be given
document a compliant chain of search privileges m~d will be able. to copy their search
custody, prevent spoliation results to a designated UDA folder that has specific
claims, negotiate in ’good-faith’ retention applied to it. Chain of custody will be verified
during moorLand-confer using the Archive Process Tracking (APT) utility included
sessions, and produce with EmailXtender. The end-state solution will leverage
appropriate non-privileged- RPS features in Documentnm to meet these-requirements
~nformation.
Accelerate & facilitate the The EOP is already familiar with the search functions of
exchange of information (and .EmailXt~nder 4.8 and t.he capa.bilities. The end state
does not hinde~ or fatstrate) solution will be de~iN~ed and implemented to accomplish
duringthe pro-trial period, k~mwn requirements for easing the legal discovery process.
Freedom of Information Act, using standard search capabilities in RPS and RM
and other electronic search components of Docum’entum
request period, while
facilitating a smoother, simpler,
and less financially burdensome
legal pmdess for all parties
DevElop, document, and Documentation will be provided at the en"d of Phase 1 for
institute vefifiab.ly enfomeable EX 4.8 and at the end of Phase 2 when EX V6.1 SP1 is
formal litigation hold(s) and implemented.
data preservation procedures to
include: creating
communication distribufibn "
lists, documenting relevant
.activities, m~d defining
procedures and accountabil]ty
For instituting, monitoring, and
releasing litigation ]~olds
Identify all relevant data sources Relevant information is included in the Search criteria When
and fo.m~ata include a "copy of, searching for einails.
or a description by c;ategory and.
location including the approach
to maintain or produce th~ copy
or description" orrelevant

10/~3/8008 Paoa i 1 oP36

SENSITIVE EOP0000182
 the course o~ routioe records
disposal and / or disposition
Ensure that the servers are
properly managed with
appropriate ~]~s and repo~
Io~ defined ~d available
software mechanisms in the cud state solution.
Tile logging information of EmailXtender 4.8 is not as
complete as EX 6 but we will be installing a monitoring
framework to h~lp administration t~ks. Appropriat~
monilodng att~bute~ will b~ documented for EOP~g.
jo~l mailbox size, ~X se~ices, et~.)

General Solution Description

The EOP has formally engaged the EMC temn to desi.gn an cmail records m~agement solution
using EMC EmailXtender for the required number of Exchange mailboxes (approximately
4,100). The professional services work to be ~erformed by the EMC team in s.upport of this
effort wi]l comprise of’proj~t managemenl, planning, analysis and design, installation, testing,
and support of the email archiving solnlion in lab, production and disaster recovery
environments. This will include the des~, documentation and testing o fall relevant operational
procedures.

To meet the requirements for the EOP a bye phased approach will be used. Phase 1, referred to
as the ]ntefim phase, is the phase addressed in this design docmnent. ]t will utilize EmailXtender
4.81 SPI. This system will become the"system ol’email r~ords" to service and supportthe
Federal and presidential email records of the next President of the United States..

The second phase of this pmj~ot (Phase Ill) will be to implement the new version oF
EmaflXtender, which will then be known as EMC Source Qne Email (ES f). The installation of
ESI will be a separate project and will be executed while the EmailXtm~der 4.81 continuvs to
ingest ~mails, It is EOP’s desire to take the email that will hage been collected in EmailXtender.
4.81 and migrate.jr to the new ES1 implementation once it is completed. At the time of cutoff
from EmailXtender 4.81 to ES1, a copy of the data flint has been collected in EmaflXtender 4.81
w~ll be migrated to the new envirorm~enL During this migration there are two methods for
allowing the already ingested data to still be accessible for legal starches. First the old
EmailXtender 4.81 envh’onment can be put into a rea&only state and left as is, or the new ES1
environment can use the EmailXtender 4.g1 repository’as a read-only repository. A
determination of which methodology will be .used will be made at the time the desiN~ for the new
ES1 environment is done.

The remainder &this document addresses the design for the Phase ] interim solution using
EmailXtender 4,81. SP1

This interim solution consists of four EmailXtender servers and an Active-Passive ~ 2005
clust4r bases on Microsoft Cluster Services.

This solution addresses the Following key Features needed by the EOP:
~ Integration with e~visting EOP email inf-c~s~ructure. "’
~ Auto-categorization, de-duplication and isolalion ofemail ~sets.
" Full laxt indeMng and search capabilities (,cross all components for privileged usenv.

IO/23/gOO8

SENSITIVE EOP0000183
 email-rccards al a moments
notice (e.g. real-time)-
Make ti~o"oRM for email- Emai]Xtender 6 will be much more sealable than 4.8 as EX
records system as scalable and "worker" servers can be added to offload specific tasks
cost efficient as possible, from the. archive servers. EX 6 can also de-dupllcate
allowing the system to support messages across multiple EX servers. --
the next Pr~identi~
Administration for the next four
years and scalable (enough) ~o
suppo~ the stone Presidential
Administration rot the next
~ght ye~s
Ensure fl~at the e-Discovery EmailXtcnder can export se~-r£’.h res~ff~ to PST. if all
information may be produced in messages/’or an entire month are required, the .EMX files
Support Native Formats For that EmailXtender saves its volumes in can be extracted out
email-records delivery.in a form to a Folder where all the messages contained in it are saved
or Forms in which it is ordinarily to separate folders ~ontaining the original email in ,msg
maintained or in a form or formal as well as separate files.of the attachments.
.forms thai are reasonably usable Documentum is capable af sirrfilar requirements. We
while maintainlng the native believe there are design discussions necessary for task level
formats because of the activities to take advantage of more efficient o-Discovery
importance o ~ searching and processes.
reviewing metadata
Configure and know exactly Ail 0dginal metadata is retained with the email and Stored .
What formats electronic records in the .EM_X container files, Seg above for more
are stored in, what metadata is information on what file format search criteria can be
associated .with them, m~d what expo~ted’ to.
formats they can reasonably be
converted into forNARA,
__FOI& litigation, etc
Create and keep complete and D0cumeritafior~ of the solution design will be created during
accurate documentation of the implementation ofe~h Phase. The documentation will
system design, arghiteeture, include specific infom~ation for what to backup in EX and
components, databases, by wl~at frequency,
backups, and archives for
operations and maintenance
including failure logs &
activities; maintain the int%~fity
of those records; and preser~,e
records of enduring oqidential
and historical value - system
backupi; are not the same as
ar@iving
Prevent and safeguard against Information cannot be inadvertently deleted from Centera
the loss ofpolentia! evidence in media, lrAformation will ~imilarly be protected l~y designed

10/Z312DOB

SENSITIVE EOP0000184
 Ability to search, .refine, ag~’egate aml ~port emall as.PST file_s for legal n~eds th~vugh
and Outlookplugin or via the native EmailXtender 4. B xearch internee.
Per con~potTet~.t ~portabili~ of em~zi! da~a m,ailabfe to NA~.

8. I Environment
The EOP EmailXtender environment will consist of three distinct parts, Lab, Prod~cti~
Disaster Re~gge~. ’ ..........

The lab will be a simple single EmailXtender server solution used to lest different aspects of the
Em ailX~.ender system ~nd to do proof of concept work.

The initial deployment ofEmail.Xtender wiil be in the st@ng environment. Once the staging
environment has been tested and approved il will be promotedto prod.uetion.

The production environment will simply be a promoted sta~ng environment. By the time the
production environment is deployed it will have bee.n thorot~ghly tested and vetted during
staging.

8.1.1 Lab Environment

The lab environment will be a simplified Ema~IXtender envkonment consisting of a pineal copy
of the EOP production Exchange environment with a single EmailXtender and ~ server and a
single Centers. The drawing below’shows the lab envirormaenL ,

Lob

~m nilgl’~r.,q~:r

Fig I, Lab Environment

EI~TENDER E’b~I~RPRIS~. SOLUTION

SENSITIVE EOP0000185
 The staging c.nvlromnent will eonslst of four Ema~lXtcnder sm-vers, one ~ 2005 databas~
clu~t~-, one DMX SAN and one Cenlera. The cl-ustcr will utilize Microsoft Clusteri~g-~ices
t6 ~fo~id~ high a\,ailability, " .....

The EmailXtender servers will pull emails from fl~e joumaling mai]boxcs whichire hosted on
the exiting Excbangejournafing servers at EOP.

The diagram below shows the proposed design for the staging environment.

SOL

I O/ZB/ZOOB

SENSITIVE EOP0000186
 8o 1.3 Produ~tio~ E~vironme~.t
Once the above staffing environment t~as be~n full), m~tcd and approwd ~t will h~ promoted to
production. The dia~ below shows the production environment.

8.1.4 Change I~Iaaageme~t :Policies

EOP has a wall defined chan~ mm~ugem~nt process g~at
deplo~ent ~d throughout the life of EmailXtend~r’s use by EOP. Th~ ins~llation
Em~lXtend~ will be guided through the EOP Ch~n~e m~gement pr0oe~s by the EOP IT
engineering

8.1.5 Tes~ and ~cceptance Plan

A defined test and aogeptance plan will be developod gy bo~ EMC and EOP. The Test
Acc~pt~ce pl~ is brokea do~ into several seotions. Throughout the engagement, differ~t
testing will be require& A matrix of th~ required t6sts f~r each step of~e engagement will also

10/~3/~00~

SENSITIVE EOP0000187
 be developed. Additional upgrades and confi~ratJon changes may require additional testing.
Tile test matrix may be modified with approval from both EMC and EOP personnel at that time,

EOP has unique sizing requirements due to the large volume of emails received by thei£ _
environment.

[~O[~ has approximately 4100 mailboxes that receive an avarage1094 message each pe~ whekday
with an average message size oI’Tl K.B per message. Assuming an average growth rate-of33%
per year, the below lable shows the disk requirements, per server; to aeeo|nmodate this traffic.

Table 4. Estimated Dfsk Requirements

7B!-.~B.;
Ptfll Text Indexes (c;l~,
304 gag 841
264 348 463 616
~essege Con~er ~. per eemer) 6.~t,9 ’ " 15.260 26.845 . 42.253

There will also need to he a small amom~t of disk allocated to the s~stem OS, for the MSMQ
Windows component, [’or the temporary index file~ and for the EmailXtender Binaries. For the
system disk, whatever the EOP standard it should suffice, for the MSMQ component 50GB
should be all,dated, for fl~e temporary indexes 100GB, and for the EmailXtender binaries 100GB
would be adequate.

All drive~ should be on separate LUNs.

To accommodate the ingestion and indexh~g oftNs level of messaging traffic it it recommended
that EOP deploy _~our EmailXtender servers as per the drawings above. This will allow for
adeCluate processing power to ingest the high volum~ of messages received by EOP systems.

A i’ull copy of the sizing spreadsheet i~ attached in addendum 14.1

8.2 Security ann Compliance

8.2.1 !~ztthentication ¯ -
]n the phase I iteration of the EmailXtender d.eploym~nt thet~ will be very limited access to
~ear~h the archived emails, While all user~ will be archived, only high!y privileged individuals
will have access to s~ar~h the archive.

i O/Z3/ZOO8 PAa~ 17 or 3S

SENSITIVE EOP0000188
 BOP has a dedicated team that is charged with doing searches [’or l~gal purposes, [he m~mbers of
Ibis team will n~ed lo be added to tim ExAdmin group on each offl~ Emai]Xtm~d~r s~n, ers.
This will grant them access to search all cmails in th~ BmailXtcndor ~chive.

8.2.2 ~t~thozization
Responsibility L’or granting access to the ExAdmin group shall be handed by the Infom2a_tion
Assurance (]A) Group. When a new account is to be added to the group, or when an accou,t is
to be removed from [he group ]A will notify Operations and they will add or remove the member
as needed,

This process uses the EOP Computer Smwiees Request (OA/I$&T) process (Form OA65). Th~
Form OA-65 when signed by the User (requ~sling service), Supervisor or Point of Contact for
User (EOP S,aft), and. Senior Mm~agement or COTR. (in case o£ Con{ractor) .- it is provided to
the Account Management Group (in lrffm3nation Assurance) for accounl creation.

8.2.3 Encryption
EOP requires the highest levsI o[’encryptlon on th~ emails stored, in the EmailXtender archive.
To accomplish this we wil! b~ implem~ting
~ provided in Emai]Xtender. The table below shows the levels ofencryption
available in EmailXtender.

8.2.4 Fi~ewalls

~kx~XIL~Tg-~DER ]~N’I’E:KPPJSE ~ObIITION DF~SIGN

l 0/gala008

SENSITIVE EOP0000189
 5 iq.udi~ Requixeraenfs
does have a requirement to ensure that all email handling within the archive i~ ~rack~ and
auditable. ~hey will be using the standard reports as needed to track access to archived emails.

.2.6 !tndif Reporting

EmailXtender’h’as fiv~ (5)standard reTmrts to show relevant audit.activities, The table.below ....
shows the standard report~ that are available with EmailXtender, If additional audit repoNng is’
needed, Chrystal Reports or a like program can be used t~ create them. Any additional re’ports
will be the responsibility of EOP.
TabIe 6, EmallX~ende~ Standazd/[udit l<epor~s

Dele%ed Messages Lis~s messages that h~.ve been deleted, from

Deleted Volumes
Users Accessing a Message
Messages Accessed by a User
Usez AO=e~aed by Other Usezs
the Emaii~ender archive by an adn-dnisfrator.
h~sts volumes that have been deleted from th~ : "
EmailXtender by an admim.’strato~..
Lisis supervisors o~ administrators who hav~
searched for or ,hewed a particular message
Lists messages thai were either viewed or
returned as search hffs for a specific supervisor
or admLui~a ~or.
Liras supervisors or administrators who hav~
searched ..for or viewed messages to oz from
,specific ~xt ,.

8.2o 7 Re q~tixed EmailXfender Accounts and Permissions

EOP wants fo ensure that fl~e P_,mailXtender account has the min]mmn permissions to accomplish
the task of arohiving emails. To ..... Domain Adm~n
fights during the install process and then these rights we be revoked,

DOmain Admin rights are required so that EmailXt~nder ~an set up a Custom Contact item in
AD. This Custom ContaCt is pop, lathe1 with a list o[ all EmailXt~nder servers in the
envirorm~nt utilizing the Custom Attribute settings on the contact. Once the Custom Contact is
created and popolated Domain Admin fights are no I~nger required/’or the EmaitXtender service
account and ~hose fights can then be removed. ’

The EmailXtender sendc~ account will also need full access into thejoumaling mailboxes. The
next table describes h~ detail the permissions tha~ are needed rot the EmailXtendei" service
account.

10/Z31~.008

SENSITIVE EOP0000190
 Table 7. Era~.i.IX’tende~" Req’ui~ed !recounts and Pern~.s~ions

~ in an. Exchange 200012003

anvi~onraent

~10/Z~/h008’ p^s~ ,20 o~" 3~

SENSITIVE EOP0000191
 8.3 Storage ~tilization
The EMC EmailXt~nder solution minimizes the amouni of storage space required for the email
arehivM database - ultimately reducing the total cost of storage, including the administrative
costs that additional Storage requi~es. EmailXtender accomplishes tl~is in the following ways:
m.essgges (and a.sso.eiNed
Single Instance art .ac.tunents).
of All Messages to elirn!n.ate
- EmailXtender storestheonly
d.uplica..tion " ofmessaggs
a single instance , while ..
offal]

retaining a record of users ’~,ho sent or were copied on the email message. EmailXtender
uses a patented duplicate detection algorithm that guarantees a unique instance ofm~y
message across the orgm~ization, to,ross multlple Exchange message stores),
Compression and Eneryption - The EmailXtond.er solution provides better tl~an
compression or messages and attachments. EmailXtcndor will compress and optionally
encrypt archi val volumes, re.~lting in storage cost savings of more than 50%.
DiskXtender for Windows - DiskXtender for Windows provides automat~, policy-based
storage managemenl for EmailXtender messaging data by virlualizing primary and ’
secondary storage into an "infinite disk." it is used to migrate container files (groups oF
messages with identical retonlion attributes) onto archival volumes to improve Tee by
leve~;ag~ng more cost elTective storage, technolSgies, It also manages seamless file system
access to the archi~! volumes, even as they may be moved or migr~ed over time from
one device or volume to m~other. Fi~lally, when used with removable media teclmology,
DiskXtender for Windows allows organizations, to crea~e duplicate vohune~ and
automatlcaBy]rellably migrale those volumes to off-site atorage.

8,4 Us~g ~-WIC DiskXtende~

When EmailXtendcr volumes close, EmaiIXtender copies them to the stooge drive on the
EmailXt~nd~r se~er as .~mx files. EMC Die.tender is used to ’extend’ the capacity of the
EmailXtender sto~g~ dfiw by automatically wfigng .emx files to other storage m~dia.
Becaus~ Dis~tender ’extends’ [he capacity of NTFS voices by proMding autom~c file
ruination so.ices, tim ~FS volumes ~o cNl~ Dis~lm~der extended drives. Die.tender
extends the drives by moving files t~ m~Na and fetching files from medi~ FrNuently used files
can b~ kept on the volume, while l~s a~tiw files c~ be mov~d to storage media and purged
from th~ &ire, To a client or appli~ation removing files from a dive extended by DiskXt.na~r,
all files, whether on the exiended ~FS volum~ or on the storage medi~ appear to be present on
the N~S volume,

will use EMC Centera with EmailXtender and DiskXtender. The volume size will be set to
90MB. The 90MB files size has proven to bE the most eNcient when DiskXtender is writing to
Cenlerm

Retention periods placed on each ErnailXtend~r folder will be passed to DiskXtender. As

EmailXtender closes volumes and copies them to tlm storage drive as .emx fi lee, EmailXtonder
automatically creates the necessary media folders, move groups, and move rules iu DiskXtender
based on Message Center folders, collectJo~ rules, and retest.ion periods.
EmailXtender automatically configu~es D[skXtender as follows:

10/Z3/8008

SENSITIVE EOP0000192
 One Media Folder-. The first time a volume closes in EmailXtender, the system
automatically creates a single media folder, call.ed EmaJlXtender
One move group per folder per month - EmaJlXtender then creates one move group
each month for each month for each EmailXtender folder and adds media to lhe move
~oup. The configured retention periods for each EmailXtender are configured for the
move groups.
One move rule per folder per month - EmailXtender also creates one move~ffle each
month for each EmailXten~ler folder, and sets the move rule to move only .emx files, to
mark all files for direcl read, and to purge files immediately after they are moved to
media. (Direct read means that files are read directly from EMC Cenler;arathe_r than
being copied back 1o fl~e extended drive when requested). The retention periods
configured in EmailXtender are Configured for the move rules.

~ol~tion Frmcfionallty Deplogmen[

EOP will use many of the available features of EmailXtender 4.81 SP1, such as sem’chfi3g to aid
with mail archive management and e-discovery.

Exchange joumaling will be used in cortjuaction with EOP’s Exchange deployment to co]leer
and archive a copy of each email sent or received from the EOP unolassified email systems.

9,1 !trchive Folders and Retention

EOP has a need to auto cntegorize ema.iIs upon their ingestion into the EmailXtender archive. To
accomplish this LDAP domain rules will be used and email will be categorized i~to one of 12
folders, These folders are listed in table 8.

The Retention periods at EOP are based on the len~h of the current administration who~e smogs
are being archived. The basic; retention per~od will be 4 or 8 years barring a premature end to the
"administrations term. At the end of the administratisns tema the records will be disposed or
archived per stahdard EOP practices for that administrations email dssets.

Table 8. Archive Fo~ders and[ Retention

V~IO White House Office Endue Presidential Term

O’VP Office of the V~ce President Enti~e Presidential Term
NSC National Seeafity Council Entire Presidential Term
CEK Entire Presidenfi~ Term
PFI~B
OA Presidential Term
CEQ Council on EnViron_mental Ou~ity Entire Presidential Term
OMB Office of"Mmaagement mud Budget Entire Presidential Texta
ONDCP Office of Na~onal Dr~g Corttroi Pohey’ Eutire Presidential Term
Ertfire Preslden~ial Term
OUSTR Office of U~dted States T~ade Representative Entire Presidential T~rm
Unmatched

1.21

SENSITIVE EOP0000193
 9.3’ Sho~tcutting Email
EOP will not be utilizing email 8hort~uttir;g in ph~e I of tiffs project.

9.4 Historical PST/~S Ingestion

’Sinc~ fl~is dop!o~nt is intended to be used by t~e incoming administration no legacy data
b~ ~nge~t~d into fl~is envirom]~ent,

Thcr~ is howewr a remote pos~[bili~ that emails fibre the cmTont ~n[stration will ne~ robe
ingested and ~chiv~. A decrement ~n how to ~ccomplish ~is ~hou]d it b~comg n~ess~ has
b~n app~ndod t0 this doc~:nt in.Appon~ 14.5

9.5 Deleting !VIail from the i~chive

Deleting mail from the archive requires specific steps to b¢t~k~n by fl~ Em~ilXtend¢r
admi~s~ator, This is not an automatic pm~e~s. Th~ at~ps ]iat~ below would b~ p~ffo~d on
volumes tim(haw r~ached the end ~ their configured

These procedures are to be completed by an EOP EmailXtender A&Nnistrator.

Disposing or Monthly Data with Expired Retention

D~sposing of monthly data does not remove the actual message volumes, They are placed in Lost
and Found storage. Ad.ditional steps a~ req.uired

1.21
012312,908

SENSITIVE EOP0000194
 1. If any of the volumes associated with the month for which you are disposing are open,
close them. The disposal ofmonthly data fails if there are any open volumes present in
the month object.
2. Sol the Message Center List view on the Administrator to Month mode.
3. Right-click the month oontain~ng the data you want to remove and then select Dispose
Monthly Data from the shortcut menu, A confirmation messag~ appears.
4. Click Yes. The month data is removed from the database and index direetories,-and the
volumes are-moved to Lost and Found ~torage, ¯ ...... : --.

Aider you dispose of the monthly data, you Can delete the volumes associated with. that month,

As a precaution, the EmailXtender Administrator does not provide a volume deletion feature.
You must open Windows Explorer and navigate to fl~e directory on the ErnaitXtender server in
which the volumes (.~mx files) are stored,, and then delete the files and / o~’the directory qn which
the files are stored.
1, Open Windows Explorer and navigate to the EmailXtender container drive,
2, Delete th~ folder containing the vohlmes for toe month that you havejusl disposed of.
(Example;\EmailVault_rndex_Arhicve_YYYYMM, Appropriate folder names may
appear in the directory struoture as well.)

10. I Netv~ozk Infrastructttre

I0.I.I Wide ~re~ Network
The EOP WAN Cun-ently nil EmailXtender and Exchange Journaling
servers are going to reside in the datacenter on the ~.

I O, 1.2 Local !~ea Network

EOP is a’~wre of the connectNity requirements for EMC’s intended solution and is aoquiring ~
addresses and ~ll associated network connectivity requirements.

I O.Z High AvailabiIity/Disaster Recovery

The EOP desire to fulfill requirements for befit high availability and disaster recovery are being
addressed by combining two separate solutions. Each solution works independently of the other.
High availability is tbo ability of a system to recover from a failure ~f a component(s) and
continue to operate,wJtbout Failing over. This is typically accomplished by ~lnstefing servers
using standard clustering technology, In this design EOP will be using Microsoft Clust~ing
Services (MSCS) to cluster the ~ databases, but will not be using MSC8 on the EmailXtender
server. This decision was made based on the fact that Phase I of this solution is only an itaterim
solution and the benefits of HA ~sing MSCS were outweighed by the cost and complexity of
acquiring the ~ecessary hardw.are to accomplish HA for toe EmailXtender servers.

10123/Z008 PKO~: Z4 o;r 36

SENSITIVE EOP0000195
 The dis~ter recowry best practices in this document are focused on providi ng guidance on
replicating the EmailXtender / Dis~t~n~ se~r, ~, ~d associated data from a
pfim~ site to a geo~Neally-dispersed ~econda~t~. piaast~r re~ve~ will be
accamplishM ~ing . DetNled i~o~ation
regarding dis~ter re~un~d~ndum 14.22. ~

The primary EmaiLXt~nder site will be located at the ~ dare, enter, mad the seconder5, site
.wiIl-l~e-l~£ted at..th~ ,-.The syst~ms-in.]~l~ will "be replica/ted.
~{te. Both sites will use boot from SAN and in the event that the
~-~ailable, the Downtown site will be brought up and continue pm~essing
from the point of the last ~ information that was replicated.

lO.Z. 1. Disaster Recover/Logical Desig~

Disaster Recovery will be accomplished using both ~ and Centera Replication. will
be used to replicate all disks, including OS. In the oases era total datacenter failure at
the s~rvers at the will. be brought on liho and will bool using the infomlation
replicated to the SAN fi’om ~1. This allows for congruity o[" ol~oration with a
minimal ot" doum time, and all the informatlo.~ on the ~ servers will be as curr~nt as
the last ~ replication.

10/Z31ZOO8

SENSITIVE EOP0000196
 10.2,2 Disaster.Recoverer Physical Design
See figure 4 below for a diagTam of the DRphysica] desig~l.

-EMC.

0.2.3 Disaster Recovery Faflover/Failback Processes

separate document will be created that will dctail the DR process and procedures. This
docmnent will be created ms part of. the ongoing EmailXtencter deployment prqiect.

10.3.1 Sto~age Logical Design Diagraxa

The dia~am below shows the physica~ layout of th~ disk that will be used for each EmailXtend~r
site (produGtion and DR): All disk, including OS drive will bc on SAN since BOP will be using
boot fi’om SAN for DR. Each drive wilt b~ on a separat~ LUN.

EmailXtender best practices recommend that the LUNs ~hat reqtfire hi disk I!O be placcd on
RAfD 10 arrays. Most importantly, the Index drive will benefit from this setup, We also

EI4~TEND~ ENTEKPKISE SOLUTION DESION . ~VEm~oN 1.2 ]

IO/Z31200B PaG= 28 oF 36

SENSITIVE EOP0000197
 recommend that the database and MSMQs and temporary indexes be placed on a RA1D 10 array.
Dae to lhe very high volume of messages in tbe EOP environment we are also reeommm~ding
that the Message Center be plied on RAID 10. The EmailXtender binaries and Containers
be place on RAID 5: A spreadsheet which details drive size and RAID requirements has been
attached as Addendum 14.4

The figure below shows lhe logical design for a single site ofEmailXtender installatior~at EOP.
¯ Yhere will be a totaloftwo EmailXtender sites, one-each [u prodti~io~ and .DR so-lhe.totM disk
space will need to be calculated with these totalg in mind,

EOP £mNIXtender Oiak OtilizaSofl

Fig 5, Disk Utilizatlo.

10/~3/~00B

SENSITIVE EOP0000198
 .3.2 Disaster Recovery Time Objectives (RTOs)
EOP has an RTO fer crnai! of one hour, and EmsiiX/endEr, being a’sub-apptica.~i0n to crna~l ’Mll bc under
same RTO.

10.4 Database Design

10.4.1 Microsoft.~.C0n ~. ~.gurafio_~ ~-
Each EmailXtEnder site will use a sJngl~ clustered ~! install se~wMng the ~’our EmaiIXt~nder
sErvgrs. EOP will bE using unique datable names for each EmailXtendEr elugter in a single
~ instance. See figm-e 3 for a diagram of how EmailXtender will intErffet with ~.

10.5 Journaling Requh’ements

EOP is currently do~ngjounmling for their existing archiving solution. There are 3 Exchange
servers dedicaled to joumaling. EmailXtender will use these same 3 servers and same existing
joumaling mNlb~x~s.

The use mad configuration ofantiviras sof~vare on the EmailXtsndEr servers can be very
particular. As peg EmailXtendEr Installation Guide, EMC recommends that Anth, irus so~wai’e
NOT be installed on the EmailXtenderiDiskX~ender server. Sinc~ EOP security policies require
antJvirus soBwarE to be installed, it will need to be configured with a number el’EXClUsions to
ensure non-interference with Emai]Xtender op~ra’dons (EmaJlXtEnd~r Installation GuidE, per
pages 3-49 to 3-53),
T~ble 10. Anti-vitae Exclusion Requirements

\OTO\EmailXlender Root d.i~ectory for the EmailXtender instaJ3at/on,

\OTG\Em atlXt endexk~chive
\OTG\EmailXtender’JumhiveD elefions
\OTG\EmaflX1enderkKx~biveTe mpDk
\OTG\Ema[LXt enderkBin
\ OTG \EmailXt ender\.D aia
\OTG\EmailXtend~r\DB
\OTGhEmailXtendez\EmailVault
This d[rector~ should be excluded. I~ possq.ble,
all subdirectories of t~ ~e~o~ sho~d ~o be
exclude~
Used [o~ ~ye
Contai~ b~ fries nsod by Ema~tender.
Conta~s data used by the Ema~tend~ Web
pages..
Used for datable proo~s~9.
Used for messag~ ~gesfion processing.
so~a~e ~d pDlenfi~ly xem~ve messages
~om ~e Ema~t~nder ~ve ~ they have
been added to lhe ~ dative, ma~ng the

\OTGXEmaflXte ndez\EmaflVault_hadex Used d~ing the pro~es~g of ~I Ie~ ~dex~s.

~dex, oaus~g ~complet~ search re~ts tO be
ret~ned by Ema~ende~. In some

10123/200B

SENSITIVE EOP0000199

\OTO\Em ailXt ender\Ema ilVs ult_Ind e x_A-rcbiv e
\OTG\EmaiLXtender\exIndexTemp
\OTG\Em~i[Xtender\exQueryTmp
\ OTG\EmaiD[tender\exTempBnf?ile
\O TGkEh-uailXt ende r\Home
\OTOkEmailXt ender\MsgOer~ter ¯
] DIZ~IZDOB
SENSITIVE
of Email~tender, this dkectory may ooe’t~r not as
a subdirectory of kEma~tender, but on a
sep~me ~e.
Used to m~n~ge the pl~clng of messages
cont~ners. ~ dkecto~ cont~s a large
volume of s~] ~es. V~s sca~g of
~ecfo~ ~ negat~ve}y ~pact [he
asso=~ed wi[h the bu~ng of eont~e~s and.
could conupt ~h~ contents of ~he
Contains ~es ~ed by the Emai~tender
Adm~tratox tool.
Cont~ns ~e Exch~ge [o~s to be
the ~ahange Form ~ ~ you ~e us~g
Exahan@e
Used dufin~ ~he message ~p~=~g pro=ess.
M~ssage ~omponants co~d be rem~edby
~d~s sof~e, creat~g ~n incomplete
te~ index of ~e
Used d~g ~dex p~ogess~g. Index ~es are
b~ ~ ~e ~nd~emp dir~cto~ pzioz
being ~pp~ded to ~e pe~ent indexes
D~ve] :kEma[~tende7 d~ecto~.
so.ale may cause pTob]e~ d~g ~e index
proces~n~.
Used d~ng lhe e~ozt process ~
Used du~ng th~ e~ort process to unpack
se~ client.
Confabs ~es used by ~e Em~tender Web
page,
Used dung the inde~ and pxqcessing
messsges, ~ ~e~o~ conta~ ~ l~ge
vol~e of smaH ~es, V~ sc~g of t~
~ecto~ ~l nega~e]y &ffe~
Used by ~a~act ~s the ~t{al data [ocadon
Cent.s [~es ~ed to process ~les, ~ch
files.
Used by ~de~g pro~s ~ hence p~e SM~
, m~SSR~S. . .......
Used by ~e Ema~nde[ ~eb c~en~
re~d~g ofE~ ~ew of message. ,
~sed b7 ~e Ema~tandex Web pages..
Cont~ ~ fries used b7 Emai~tender.
Used as [he pe~anent ~chlve for Em~tender
volumes (.e~ ~es). V~s sca~g should
dJs~Jed on these ~ecto~es ~ess yo~ ~e
using Dis~tender 2000 as des~bed ~ the
fol}o~g no~e,
, Note: You do not need ~o ~sable ~us sc~ing
o£ the volume st0r~ge ~eatoz{es
Vm~oN 1.21
Pao~ Z9 of 3~
EOP0000200
 using DiskXiende~" 2000 software to migrate
EmailXtender volumes to storage media, and if
the.executable far the vlru~ scanning software
yo~ axe using is included in the DiskXtender
Specia[ Appli=ation F%lie~ing
The Spee!al Application Filtering List allow~ you
to prevent the "virus scanning software k0rn.
recalling fi|es ~[Yom rg, eclla. To_access .~e~Special
Application Filtering List, open the Service
Properties dialog box in ~he DiskXtende~ 2000
Data Manager Admlnistratoz ~rtte~face and select
(he Use special applicadon filtering option on the
Options tab,
Fo~ raol:e inforraadon on configuring
DiskX~endex 2000, refer to the Disk~tender
do~men~a~on.

IOoY Backl~p Requirements

System backups are necessary to quickly rostor~ in~o~atio~ to a se~e~ in fl~e ease of hardware .i
f~l~r~ or data co~ption. This section provides a data protcctio~ strategy for the EmailXtender
system reg~dless o [ the managed se~,er platform. A. complete reoovc~ of the EmailXtender
system includM the recovery of the operating system, tb~ Microsoft ~ Se~er, and the
EmailXtender so,ware solutions ~mai]Xtender, D]~Xtender, an~ fl~e associated License
Se~er).

EMC will ~rovide EOP with a detai}cd dooument on backup requirements including schedules
and scripts for accomplishing .full system backup.

10.2.1 EmailX~end~z Genezal Serve~: Backup

Befor.o backing up the data partitions, the EmailX~ender Services should b~ stopped to ensure
that the Ema}lXtend~ system is not processing email during the backup.

The ExSuspend.exe utility suspends and then resumes the EmailXtender ~erv}ces in the proper
order. This causes all needed fi]es to be closed w~thout rcquMng tb~t the EmailXtender server be
shut dowrq and allows operations that only require the ability to read data, such as searches, to
proceed while a backup is in process.

10,7,2 EmailXtender License Serve~. Backup

Xtender license server will be ~nstalled on a singe EmailXt~der server. Th~ licensing
information .is contained in the registry of that EmailXtender server and will be ~ccomplished
through specific registry key backups,

I0.7.3 Re~IistzSr Key Values Backup

For both restore collvenienc~ m~d additional protection, all of the a.~so~iated product registry keys
should be exported on a regular basis (EmaibXtender, Disk.Xtender, ~d License Server). This

- V~IoN 1,21
10/ZB/Z00B

SENSITIVE EOP0000201
 registry export can be used in the event that a local system failure has occurred and the machine
can be rebuilt from a t~’aditional bacl~up. In the event that the system must be rebuilt on a second
machine, then the registry exports would be more desirable.

In addition to configuration inlbrmation, EmailXtender Container Volume information is stored

in the Windows Registry. This is a transient data structure and must be ba~ked up frequcfitly. In
the event of system failure that required a rcr~ote server rebuild, only the pertinent ’Vaull~’ keys
would h~needed to restore the container structure on the new system. ~

This infom3ation should be frequently exported from the Windows.Registry (every 15 minhtes)
and saved to the same location as the Disl’,’N.tm3der registry exports. This can be accomplished by
using the native W{ndows Scheduler and th~ ’Xsavereg’ utility provided by EMC.

10,Y.4 Dislr~femder COmlig~atio~t Backup

Disk.Xtonder configuration information is also contained in the regist~ ~d will be handled.
through coping speciHc regist~ keys ~o a safe lo~atio~

I0.7.5 Dislr~ender File Metadata Backup

DiskXtender Metadata is ~mportan! to the nom~al functioning of DiskXtender ~nd needs to be
back~ up regularly’(daily). DiskXtcnder includ.es con figm’afion parameters to accomplish thi~.
These parameters will ba 6anti,red during .DiskXtendcr installation.

System Pardfio~ and System State

System P artitlon hncludes Back-up of: Weekl7 Full

, OS .$ymera Piles Daily Into’.
* " Di~kXlender Progzam Files
~ Mcense Se~er ~o~ F~es "

, 1~ co~q
System Sta!.e" Full Daily
’ lnst£1! drive\Pzo~iz~m Files\OTG\Ema.ilXtend~z " Ptm D~fl7
Containe~ Files Container drive\Em~iXtender

Messa~e Genter
IIndex dMve~mai[Xtender
Msg cen~er drlvekEmailXte,nder
Pull Daily
Full .Dally

10123/ZOOB

SENSITIVE EOP0000202
 ~ Serve~: B~ckup
T~le ]2. ~ Server Backup Schedt~!e

Da~aba~.e drive

10.Y.8 IVISlV[ Q Bacl~p

Table 13. I~SI~Q Backup Schedule

MSMQ MSMQ Dr~ve\MSMO\STORAGE , P~J3

10.8 Applica.tion Managenaent

10,8,1 System Monitoring
The monitoring of the system is constantly being refined to provide useful alerts to ErnailXtender
administrators, alerting them to possible problems within the EmailXtend=r environment. ]n
conjunction with automated ExMailStatus reports, the EmailXtcnder adminis.trator is able to
deternJine when one of the servers is in distress,

Some of ihe hems monitored iuolude:

. Journal Mailbox Size - Microsoft MOM" isused to monitor the size of the journal{rig
mailboxes, lfthese mailboxes reach 5000 messages in size, a’a alert is sent to the
EmailXtende~ administrators to inform them of a potential backlog of me~sages. -
¯ EmailXtender Related Services - Ema{1Xtender relies on a variety of pre-existing
Windows services’as well as services installed by the software its,,elf. "Microsoft MOM
used to monitor a change in status of any of these services. Ira service changes state, an
alert is sent to the Emai]Xtender administrators.’
Disk Usage -Microsoft MO~ is also used i~o alert the EmailXtender admirtistra~:ors when
insufficient fre~ di~k space exists on any EmaiL’~tender server,

Alerts oun be added and adjusted as needed,

I I. Project Documentation
P~oject docm-nentatlon will occur throughout huplementation. A ~st of ~e do~ents EMC
e~ected to pzo~de EOP is ~ted ~ T~le 14. Once ~e doc~entation is completed,
be s~tted to EOP for fo~ approve. Ad~fio~, me.cations, o~ delefio~ to
do~entafion ~e the zespons~ of.the person h~ed in ~e ’Intended Au~ance’
of T~le 14.

I 0/Z3/Z008 D~,o~ 32 o~ 36

SENSITIVE EOP0000203
 Table 14. Project Doc-arrtertfatior~

Opera~ious Guide Operational guidelines for the day-to-day operation EmailXtender

of the system, including monJto~dng,
troubleshooting, and best practices,
Run Book Detail on the specific EmailXtender configuration EmaflXtender
installed for this implementation achnlnistr-~t ors
Disaster Reco~zery ’ Dhtafl on the specific steps needed to System
Fedlover,rFailback failover/failback the prodactionEmailXtender A .dg"dnistzators,
~ocess . system to DR, and fafiback Business OWners
Backup Procedures Detailed kfformation on what needs to be backed up Backup _
and how. administrator
And -vh~s Detailed list of what exclusions ~e needed in the EmaiLh[tender
recommendations Anti-vk~as software to ensure smooth operations of admLnistrators
the Emai]Xtende~ services.

1 Z. Product Trainiag Requixemer~~s

Training will be provided to the customer’s EmailXtender administration team
tmowledge transfer from the EMC. It is also’recommended that the EmaJ!Xtender
admirdstrator attend an EMC course on EmailXtender A.dmini~.trafion.

13, Definitions
Table 15. Technical Definitions

.emx files
access (node) role , An EMC Centera nods with the access ro]e. These nodes serve as the
access profile
~chiving
cont aine~ files
Dependent Write I/O
Flat, portable files of a configurable size containing archived messages
organized by month, Also called volumes or container files.
connection points for an EMC Centera device, and are identified by IP
addresses that ~low applications like DiskXtender to communicate with and
transfer data to the device through the TCP/IP protocol. Pox best practices
purposes, you should configure node name alisses for the node IP addresses
before you configure the med~a service connection Jn D~skXtenc~ez.
A profile used by an application, sdch as Disld~ender, to access an ElVIC
Contemn de-,ice.
The process of moving copied mail from the mail server to a storage location
on the EmaiL~tender server, Th~ process occurs from either the journaling
mailbox (!he mailbox [onnec~or) or through the Emai]Xt~ac( A/-ehive task.
Flat, poz%able fi~es of a config’arab~e size eontalrdu9 archived messages
orga~ised by month~ A!so called ~olumes or ,emzfiles. ~
2% D’O ~ha~ canno% be issued tung! ~a associated pzedecesso~ 1/O has
completed, Most applications, and in p~u’~dcular database management
systems (DBMSs), have hnbedded dependent w-Ate logic Io ensure data
integribf in the event a f~dlure occurs iu the hosl or server processor,
software, slorage subsystem, or {f an .environmental power failure occurs,

IDependent Write-
Consistent
A data sta~e where dale integAbf is guaranteed by dependen~ ,,vd~e l/Os.

10/Z3/2008 PAGB ~3 ov 36

SENSITIVE EOP0000204
 DESIGN

Direct Read A DiakXtender setting whereby files that have been purged from the
extended diSve are read directly from the medi~ rather than being copied
bask to the extended drive when requested.
disasterrecovet~" The process of restoring a previous copy of the data and applying 10go
other necessary processe.s lo that copy to bring it to a known point of
consL~ency.
Disk.~tender An EMC product that allows you to "extend" the ,capacity of th~ EmaiLXtender
storage drive by automatically writing .crux files to other storage med~a.
r ~MC Cenlera A line of disk-b~sed storage devises deployed on a l~edundant A.~ay of
Independent Nodes (RA.IiN). EMC Centare devices us4 unique, perm&nent
content ~d~e~se~ %o store and re~ave d~ta. Ema~tende~ ~ ~te ~es ~o
EMC ~ent~ra t~ough D~tendar.
extended drive In DiskXtender, an hFgFS volume (such as ~ hard drive or theEmaflXtender
storage drive) or partitioned p~u~l of a hard drh~e for which Di~kXtender
provides file :migration services by moving files t6 media and fetching files
from media according to the parameters you set~
fetch DiskXtender term for retrieving purged file data from medi~ back to the
extended drive.
hf!-t exl Ludexing An index of all a’~’ailable tax% within the header, message, or attachment of an

journ~ding The process running on the Microsoft Exchange or iBM Lotus Domino mail
server that copies all incoming and outgoing maw to a mailbox (the mailboz

m~lbox conne~or The holding place on the mail server for messages be[ore they are
transfer-red to the EmailXter~der Message Center.
media or virtual media EMC Cenlera media is considered virtual media because it does not
physically hold the ~es migrated to it. Instead, the virtual media sb’nply’a~t
as logical inter~ac& points fo~ DiskXtender. They function as a lo9~ca!
p~itlon of the whole EMG Cente=a repository.
Message Center The server, vault, cabinets, folder~, and lheLr settings, which allow yau to
customize mall indexLug and archival.
message store A dldicated m~-I repository on the mail server for storing, retrieving, and
manipulating messages.
move rule DiskXtender term descrLbing a rule or pohcy that defines the criteria
identL~ring which files should be moved to media. Move rules also identh%/
the t~rget media to receive the files (media group) and the retention period
that should be applied to the files.
’ Poin~ of Consistency , A poh’tt in time to which data can be restored and recovered or restarted and
mAnta.in integrity for all data and applications.
purge When used v~th EmaiiXtract, purging means that messages are deleted from
the mail server message store. When used with DiskXtender, pu~ghng means
that data for files that have been copied to media is removed from the
extended drive and a file tag is left behind. The file tag allows a purged file
1o appea~ to be residem on the emended drive so that client computers can
a~eess it.
Recovery Point Objective The amount of acceptable data loss after lhe recovery or restart processes
(~Po) are complete. This is the difference between the point of the disaster and the

10123/2008 PAGE 34 or 3S

SENSITIVE EOP0000205
 thne of the last known point of consistency.
Recovery Thne Objective The amount of time allowed fez performing a restore and recovery o~ restaxt
to a specified p?int of eonsistet~cy.
zesto~’e A process that reinstates a prior copy of the data.
~etention period The period of time for which retention is enforced.
retention/file retention The act of res~-ietLng the modification or deletion of a file for serae period .of

rolling dis~st er A series of events that lead Up to a complete disaster. For exampl.e, the lots
of a communication link occurs p~ior to a silo failure, - -
storage (node) role An EMC Centera node ~#ith the storage role. These nodes sto~e data.
Symmet~z Remote Data A business continuance solution that maintains a ink-rot image of data at the
Facility (SRDF) device level in EMC Symmetrb~ arrays located in physically separate sites.
There are three modes of SRDFf synchronous, asynchronous, and adapt}re
copy.
Transactional Consistency A DBMS state where all transactions are committed or rolled back.
vohunes Flat, portable fi~es Of a oon~gurable size containing azch~ved messages
organized by month. 7£Is0 called con~aJneyfil~s oz .emzfiles.

14.1 Eg,{C EmailXtender Sizhtg Spreadsheet

E:\Engsgermnt
Dorur~nts\EOP\EOP

14.Z Disaster Recovery Ushtg Syrnmetrix Remote Data Facility

(SRDF) EreaiL~te~tdez 4;81 SPI Best Practices Guide

ex48spJ_DR_SRDF.
PDF

14.3 EmailXter~der Reclu~red Ports

E:\En~r~nt
DOcun~nts\Flns~ Date

-V!mslo/,/1.21
iO/Z3/?,OOg PAGE 35 oP 36

SENSITIVE EOP0000206
 14.4 Disk Size and R_~D Requirements

E:\Engagen’ent
Docurren~EOP\EOP

SENSITIVE EOP0000207
 ]NFORMA TION SYSTEMS & TECHNOLOGY Docum,ertt Number 000. 00. 0

Operational Procedures For:

Purpose. To describe the procedures necessary for supporting and mair~ta~ng

the system on a regular basis.

Applicable Audience. Staffresponsible far supporting, maintaining and .

administering the ~system. ""

3, RefereneedDoeum~nts. ~Adminlgtrator’s Guide

4. SOPs Superseded or Canceled, None,

5. Originator. EMC,

DOCUMENT APPROVAL

Approved by: Approved by:

haformation Tee~aology Opera~ions and Executive Office of the President

Maintenm3ce Support Services Contracting Officer’s Technical
Program, Manager Representative
Approval Date: Approval Date:
Eff~c’dve.’Da~es:

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I[NFORMA TION SYSTEMS & TECHNOLOGY Documen! Nmnber 000, 00. 0 ]

DOCUMENT

Fi|eNhme ’" .. 000,00. EOP-OA-OCIO-~-SOP v0,2.doe

¯ iRevisi~n Date":! 03/24/2009

~/,,..Dgscriptior~:-:,-t..! Enter brief descriplion ..... . ......

DOCUMgNT RECORD 01~ CHANGE

All changes to this document M]JST be recorded using the below Record of Changes, which
should list the page number, change comment, and the date¯ AI.I claanges m~st be signed off on
by the person responsible for the chmaged area.
¯
Reeord.,,of Chnnges ’
Date of
¯ Chan~;~ Comm’ent Change:
PageNumber V4rsion
All 0,1 Created document. 1 ] 10312008
0.2 Revised and edited in the 0312612009
SOP f~nnat.
All 0.3 Revised seyeral sections 413/2009
to reflect EOP
implenaeraation o f ~
,I

SENSITIVE EOP0000209
 fNFORMA T[ON SYSTEMS & TECHNOLOGY Docmnen~ N~mber 000. ~0. 0

TABLE OF CON’I;ENTS

1
Introduction ...........................................................................................................................

Background ......................................................................................... : ................................. 1

Audience ..................................................: .............................................................................. 1

: ................i ................................................
Training/Skills Reqnired .................................... 1.

1
: ......................................................
Tools and Resources Required .....................................

Impact Assessment ................................................................................................................ 1

Special Requirements .............. 2 ............................................

2 .................: ............................. 2

2
Standard Operating Procedures ..........................................................................................

Monitoring ~ ................. : ...................................................................................................... ~ ..... 2

Monitoring l~lll~r ................................................................................................................................4
Clearing the ~ Server Files .........................................................................................................5
Backing Up the I~l~l~r Application ......2 ....... : ..................................................................................... 5
Bacldag Up General Serv~ ............................................................................................................................ 5
Backing Up ~e~~r ........................................................................................................5
Backing Up ~r, ~, and ~Regist~ Key Values ....................... 6
Backing Up ~r Configxwzlion ........................................................................................................6
Bockin File Meta-DaN ......................................................................................................
Backing U1 S~wer Database .........................................................: ................................................. 6
Removing Da~ Spillage groin ~ ....................................... ~ ......................................................... 7
Using the Arc~ve VerifieafiDn 1Jtili~, ~OTE FROM ~ The exacl method for this process h~ yet to
be delermined. Once. fi~l me~adalogy is se~ ~ais section well need ~
Verifying PSTs ............................................................................................................................................... 9
Verifying Seconda~ Juum~ling Mailboxes ..................................................................................
8huaing Down and S~ng Up ~..... ........................~ ..............................................................
.Ver~yh~g ~ Staa~p ........~ ...........................................................................................................13
Expected Results ................................................................ [ ................................................13

" ...................................................................
ContingeneyiFailsafe Procedures ................... 13 ¯

14
Assistance .............................................................................................................................

For Ojficial Use Only 3/26/2oo9.

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 [INFORMA TION S..I’STEMS & TECHNOLOGI~ Document Number 000.00.0 J

Introduction

This document describes the administrative.tasks necessary For maintaining the

~ soRware tool. This dooament defines standard operating proceduros for these tasks and
recommends time intervals for their perfom~ance, Thi~ document also provides a list of
operational rec.ommendadons to maintain the ~ and ~ applications.

This doe~menti~ a su~lethe~_t, ~nd iaot ~ii~e~laeemdrit~ fdfthe’i~mctions ~odtaifi~d ~n ~he , " ......
Ins~llation Guides, Administration Guides, and Release Notes for ~ and
~ From the sofa, are vendor (i.e., EMC).

The reader should also consult the Standard Installation Procedur~ (SIP) documents for the
~ sysl~n: fi’om the vendor, For additional background, the re,.tier should¯ consult the
document: flae~ Admin Guide.

Background

EOP general counsel offices search email in response to Congressional inqni~ies; court orders,
Freedom of Information Act (FOIA) requests, and fifigation responses. The EMC ~
system allows general counsel staffmembers 1o search the appropriate email archive via
~. ~ provides a centrally managed, full-text indexed archive within the
~ environment.

Audience

The intended audience for this document is personnel responsible for maintaining the
~system at EOP. ¯

Training/Skills. ~equired

The readers should have basic knowledge and experi.ence only’and the

Tools and Resources Required

The personnel responsible [’or mai!~_t~ system need to ha,v~

administrative proviledges on the~and the database servers.

Impact Assessment

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 [[NFORMAT[ON SYSTEMS & TECHNOLOGY Document Number 000.00.0 I

Speci.al Requirements

None

Standard Operating Procedures

Me n i~orhtg

EMC has supp}ied EOP with a dashboard fi’amework that Daily

Monitoring gives a single point of reference for 8 ~
]’unctions ! parameters that need to be monitored, Thi~i
dashboard should be checked on a daily basis.

Server Storage Monitor the free space qn all server partitions. Daily

Ch~k the fragmentation levei ol’~mn-~partifions on the Quarterly

Partition server, De-h-agment as necessary,
Frogmen ~alon
Check the server System, Application, and OTG Event Daily
E~ent Logs Logs for Errors,

An), errors that a~’e generated by ~will be

placed in. the OTG event log and also mailed to the DL-
dO-1ST-SUPPORT!distribution li~,

Message This is monitored thtm~gh the dashboard Daily

QLleldos
Thi~ is monitored thrdugb th~ dashboard Daily
Journal
Mailboxes
Weekly
Journal
Mailboxes
DLC This is monitored fl~rough the dashboard Dally

Container Tl~i.s is monitored through the dashboard Daily

Volumes

For Official Use Only 3~6~009 1

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 INFORMA TION SYSTEMS & TECHNOLOGY

UHprocessed This is monitored through thg dashboard. Weekly

Messages in
the "BadDir" Re xaeess any message file.s by using the
directory "Ex_BadDirPrDeessor" uiilily and the instruclions in the .
~Admin Guide. (p, 6-22 to 6-23).

Application This is monitored ihi’mlgh the dashboard

Services

V eri fy that ~[1~1~[~11~ are correct. W~ekly

Excluded Locations should include:

If using :

Collection Verify that Collec’iion Rules are correct for each {~ As Needed
Rules Archive Folder.

Export of~ Vsri fy that the Registry ex0orls generated by the Weekl’y
’~ing saved successfully to the
Registry values remote ’~[lll[folder.

Backups Verify that~ Server backups are successful.

Verify that~Shorteut and A~:ohive tasks are

not scheduled durhw~ Server backups..

Verify thatt~ Database backups are sucxzessful.

For Official Use Only 3 " 3/26/2009 ]

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Standard Several standard utilities as provided in the Utilitiesl As Needed

Utilities subdirectory on the ~ CD software imago,
Whenever the base version of~ is upgraded
or palched, the utilities must~opied to the
binlutils directory under the~ installation
path.

Patche~ & Cheek-for released softw~repatehes and updates:- Mofi’thly "

Updatos
6 Go To: ~

Licensing In the License Server or l Admin Clien! verify how Weekly

much space has been sent to ~

Co n tiguralion Ve.rffy that the hourly Registry C0nfigt~ration backup is Weekly

Baokup suoeessful to the re~:noto~ share.

Meta-Data Verily that the daily Meta-Data Export is successful - Open the Weekly
Export ~Adndu Client and click on. the top of the tree to see the
Export status, on the r~gh~

Veri~y that ~is sucedssfi.fl (r~o~t (-corn the’ ¯ Weekly

Replication internal Storage Management Group).
Patohes & Cheek for released soft’ware patd~es and updates: Monthly
Updates
.6 Go To:"~

Patehbtg and Upgrading Software

All Paturo server software patches ~a~es for ~ Rnd ~should be

applied while ]o~ged in und~ tl~e ~e~ee Aocount ~d wNle eonneoted [o the console
of the se~er, Witl~ a console connection is possible by ~ing the
option ~th the "mstse.exe" eomm~d. With ~ a 3r" Pa~ appl.ication (e.g.,~
~ etc.), should be used if dire& console access is not availaNe.

For Official Use Only 3/26/2009 ].

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 INFORM,4TJON SYSTEMS & TECHNOLOGY Document Numher 000.00.0 }

Clearing ¢he ~ Sem,er Files

Overtime, stale or unneeded files may colle¢t on the ~Message Center partition,
Periodically, the files should be removed by Following the detailed procedures on p. 6-19 to 6-21
of the ~ Admin Guide.

Tkis procedure should be performed quaderly and before major sof~,a.rE upgrades or%up_plied to
the ~ server, "’ ""

Backing Up the ~Application

There are several Eomponents of the ![]llll]~~ppllcations that require backup to enable a
restore in the event of a system or storage Failure.

Racking Up General Sem,er

151.With the exception of the~ExtendM Drive partition, the ~

Server partitions should be backed up, The data that passes through the~
Extended Drive partition is stored on dual replicated~storage arrays.

The partitions should be backed while the ~ applich.tion is in a suspended

state using the ~[~~tility provided with the software. While the application
is in a suspended state, SEarch Queries and Shortcut REtrieval requests can be performed
but new email messages, are not orhived - the me~ages queue up on the messaglng
servers Until the application is taken out of the suspended state.

Use the following script to put the ~ appliEation into a suspended state. This
scripl cma be run as a Backup .Pre-Soript,

151Use the following command to take the ~ application out of the suspended "
state. This script can be run as Backup Post-Script.

Backing Up the~License Server

The License Server Machine ID and license key files should be ffequen.tly backed up
remote location. A script has been provided for this l~m’pose: ~
~~1[. Yl~is feature has been set-up a~d the target remote UNC path
, Location noted in section 11 ~f the EmailXtender Runbook

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 INFORMA TION SYSTEMS & TECHNOLOGY" Docum.zTzt Num bet 000. 00. 0 I

Bacf~ing Up--License Server,~ an ~ Regtstry Key Values

The Registry Key Values for the~ applications should be frequently backed up to
a remote location. A script has been providod for this purpose: ~
~ This feature }us been set-up and the target remote UNC patll is:

Location noted in section 11 of the ~ Runbook

Backh~g Up ~ Config.rat~on

Tile ~ application configuration should be backed up by using tile ~

~ in the~Admin client. This featxlre has been set-up and 1he target
remote UNC path is: ..

, Location noted in section 11 ofthe~Runbook

BaeMng Up~ File Meta-Dala

! 151’ The Me,a-Data of the purged files on the~part~,[on should

be backed up by using the Mete-Data export function in the ~ Admin crier.
This feature has been set-up and the.target remote ~C path is:

Location noted in section 11 of the ~Rm~book

I
Backing Up ~ Server Database

The ~ Server database~ should be frequently backed The data

in the ExAudit databases is unique at~d cannot be rebuilt using the~ ’ emai.I
amhive, Use the ~ Server backup function to peffm~u on-demand database backup:

~ udio from the database server [StaR->All Programs-

>~ Server Management Studio), ’
2. Choose Window Authentication (default) and click Connect,
3. Right-click the database name,
4. Click Tasks->B.ackuP
5. Enter a Backup set name on the Backup Database screen.
6. Click Dick under Destination and Click Add.
7. Click File name and ente.r or browse a backup file name, t.hen click OK.
8, Click OK on the Back Up Database screen to start backup..

The backup job should be automated by using the. ~ Server Maintenance Plan. The ~
DBA should set up a M.aintenanc~ Plan for the backup job.

For Official Use 0@, 6 3/26/2009 ]

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 TNFORMA TION SYSTEMS & TECHNOLOGY " Doemnent Number 000.00.0 ]

Removing Dala Spillage fi’om ~

The Following are instructions for. removing indiyidua] messages from the ~system
in cases of data spillage,

The processes are as follows:

~ " Oper~ ~Sea~’eh tool - ~-

o ’Log into~on a workatalion that has the~search tool installed
using an account that has administrative rights set up in~
~ Cmr~tly the only two accounts that have these rights are the b accounts

o In ~from lbe Tools menu se]ect~Searc]~

Find message or messages associated with data spillage

o In the search tool make sure fl~a! Remove Duplicates in the View menu i~ not
selected, so that all ~stances of the message across all servers and. folders will be
-returned,

¯
~ ~’- ,

3 ’7%."

’ .’..’" ........
.1{.’. ~.... .. .... .: .... ,’, ,., ,’~ ~,~.

o Next use the search tool to fi~~~d the message based on infon’nation from the
¯ spillage message,

Right click on found messages and select delete

c~ Highlight all messages.associated with the .spillage, right click On }hem and select
Delele Selected Message(s) from Archive.

[For Official Uae Ordy 3/.26/2009 ]

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 INFORMA 7TON S.YSTEMS & TECHNOLOGY Docnmtent Number 000. 00. 0

Verify that you want to delete~- fl~e selected messages

.~.~ ~. ,fi,~,~..~ ,.: ....

VerifT that messages have been removed by re-runnlng search

o W~it for 30 m~nutes for the deletion to be proce~ed.

Using the Archive Verification Utillty.[NOTE FROM ~- The ~act method for this proc~s
h~ yet lo be determh~e~ Once final methodola~ is" s~, th~ se~on w~ll treed ~ be

The following is an-explanation of how to run the ’ " . There are

several steps t~ an overall procedure that EOP will still need lo work out, wacb ~; should ~
run against PSTs or against the baqkup journaling mailboxes directly, how the reports are to be
presented to RM: what to do with the messages in the secondary journaling mailboxes once they
have been.verified, etc.
This document is only intended to explain the actual process of running the I~[~and how
display the results, The additional proeed~re~ neoded to complete the prpcess (as stat.ed above)
will need to be developed by the EOP messaging team.

There are two methods for running the ![INNthat pertain to EOPs needs. The first is to run the
Ill’against PST-files, the second is to run the t[lN[Nagainst the secondaryjour’naling

For OJ’fieia! Use Only 8 3/26/2009 ]

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mailboxes. In the first case EOP will be generating sor~e PST files using the EOP ~
utility to clean out some of the secondary journaling mailboxes. In the second ease EOP may
decide t~ run the ~directly against the secondaryjoumaling mailboxes.

General Procedures

For each of the metlmds described below lbere are a few things that are in common. The
following is a list of general prooedures that will. pertain to both methods:
Workstation setup

o The ~is not run on the~ server, bu! rather-on ~. kepar~ate

workstation,

Setup procedures for installing the ~ can be found inthe ~

Ins~-allation Guide ~InstallGuide.pdf) in section 3 starting on page 3-78.
Thet~will need to be run against each PST file or Jou’rnaling mailbox to be-verified.

o A table of.which joumallng mailbrx is being archived by which

server is included at the end of this document for reference.

’A full explanation of each of the command line paran’~eters for fl~e t~ can be fo .und in
the ~ Administration Guidel~AdminGuide,pd f) in section 12.

The following processes are to be used in verifying that the emails in the PSTs that have been
created by the ~ prepare mn by ~ for EOP,

1. Note where the PST files reside, or move them to a local drive on the workstation where
~is being run.

2." Identify whieh~server has arehived the messages in the PST by correlating the
secondary joumaling mailbox with thel~ server from the table at the end of this
document.
Change the database referred to in the 0DBC connect-ion that was created during
installation. Correlate, using the table below, which database to quory ba}ed on which
~ server archived the partictflar joumaling mailbox.

Table of~ database connections:

For Official Use O~tl),

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Database EmailXtender Server

Run the ~i~for each of the PST files using the following syntax:

a, cx4xarch~vcverificr-t=pst-filename=dr~ve:\file.pst-loglevel=2
_outputdi recti~ry=drive:\ReportsOutputDJrectory -
outputfilename=NameF .orReports
-verbose=yes
i. After "-filename" enter the name of the PST files to-be processed,

it. After"-outputdirectory" enter floe nmne of the directory where you want
the ~l~eports to be generated.
¯iii. A tier "-outputfilen~a6" enter text: that will be appended to the front of the
I~ report names to identify the individual ran.
Repeat step 4 for each PST file lhat pertains to a particular journaling mailbox,
Repedt steps 3 though 5 for each of the j ournaling mailboxes that are having PST files
verified.

VerifyhW Secondao, JournMhtg Mailboxes

The following processes are to be used in verifying that the emails that are located in the
individual backup jotlmaling mailboxes:

Identify which t[~,server has archived the messages in the secondary joumal~ng mailbox
to be processed by correlating the secondaryjoumaling mailbox with the~server from
the table at the end of this docmnent.
Change the database referred to in the ODBC co’nnection that was created during
installation. Correlate, using ~he table below, which database to query based on ",vhieh
~server archived the particular joumaling mailbox,
Table of ~ database coaneetlons:

For Oj~Tcial Use Only 10 3/26/2009

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 [INFORMATION SYSTEMS & TECIINOLOGY Number 000. 00. 0 11"

3. Run the ~ for each of the PST files using the following s3qatax.

ex4xarchiveverifier -l=exchange -servern~une=lli~ll!]~lll~Nam e

-mnilboxName=MailboxName -loglevel=2 -outputdirectory=
ddve:\ReportsOutpntDirectory -on tpu’rfileh~m e=Nam 6FOTR epUfts -ve~b~se=yes

tier "-sen, chrome" enter the name of the !~seryer that hosts the
secondm3,joumaling mailbox being processed,

ii. After "-maflboxName" enter the nmne of the secondaryjoumaling

mailbox being processed.

iii. After "-outputdirectory" enter the name of the directory where you want
the t~ reports to be generated.
iv. After "-outputfilename" enter text that will be appe~aded to the front of the
~ report names to identify the individual run.
4, Repeat step 4 for each PST file that pertains Io a particulm’joumal~ng mailbox.
5. Repeat steps 3 though 5 for each ofthejouma]ing mailboxes that are having PST files
.veil fi
~/Jo~rnalim, Mailbox Con-elation

The fellowing table is a correlation between EOP journaling mailboxes m~d EOP ~
servers: [NOTE FROM JDC - The location of some of these mailboxes has recently changed.
This table needs to be verified with ~. AI~o, this table will need to be modified wbenl~~
I1~ goes live]
Journal Mailbo~

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Shutthtg Down attd Siartiug Up ~

Server Reboot Schedule/Dependencies

The ~application depends on the 1~ Server service and the ~

[] The ~ services should be stopped before rebooting the servers.

stopped. ~

[] Tho~servioes are dependent on the ~ se~,i~e and~

storage system for rc-indexfl~g, query/search operations, and dat~ storage,

The following set of instructions explains how to shut down ~ for server
maintenance and how to restart the~ servers atler maintenance is complete.
Shut Down:

o Stop ~serviees
. Stop the~A.dministratloo service. This will stop all the other
~ services.
~ The above step needs to be taken for each of lhe~servers.

o Ifmaintenmace is to be done on the 1~ server also. Then it needs to be shut

down AFTER the ~ servers,
o Igmain.tenance is to be done on. only th~ ~! server, then the~
sm’vices STILL NEED TO BE SHUT DOWN.

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The following is the order in which servers as~;ociated with ~oeed to be

started up.

If ~t down [’or maintenance then it should be brought

up before ~, This is not critical, but will result in fewer event
log entries on the~ servers,

If~.was taken down, i.t.shou[d be f~ll up mad accessible bef6~. -

~s started.

Simply powering on the ~sen,ers w~l! ce-in~tm~fia~e ~I flee

~ so.ices,

The following steps should be taken to ensure tbat~is back tip and ingesting
net now emai[s. This check should be done on each ~ server (i.e.,

o Open Computer Management

o Expand Services and Applications
o Expand Message Queuing
o Single click on Private Queues
o Note the number ofmessages in the queues in the right hand p_ane
o After a few moments refresh the’screen and make sure that the numbers in the
queues are changing.
If the numbers are not changing, and EmailXtender is not generating any errors
check to see if ~is suspended. This can be determined by ~ooking in
the registry at HKLM\Software\OTG\~l~\OnChange.. If the
,SuspendServices key is 1 thenl[l~lis suspended. If you find that~is suspended
then simply run the post processing script that can be found in the system
scheduler to reset the services.

Expected Results

The expected, results are as described in the above sections

Contingency/Failsafe Procedures

13oth lhe ~ and ~ database sen,ors are c].ustered. When file active node is
malfunctioning, the ~ wilt fail over. the active node to tile
passive note automatically. The cluster nodes can also be switched over manually when needed
to allow server maintenance or troubleshootirlg. See~online help for the irstructions
on how to swilch server roles ih a cluster.

IF or Ojficiol Use Onl), 13 3/26/2009 ]

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 ]NFORMA TION SYSTEMS & TECHNOLOGY Document Number 000, 00. 0

Assistance

If assistance is needed wil~h "~hen EMC So,ware Support should be contacted:

EMC Software Support information

Phone: ~
" FLOPS[tg #" ini~d~t-i’~-" supp;r~):~’: ....

[ For Official Use Only 14 3/26/2009I

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