Messaging Archiving Service - Instant Message (IM)

Price: TBD

Unit of Measure: Per Device

Pricing Type: Estimate

Billing Cycle: One-Time

Service Lead: Jamey Stone Jamey.Stone@vita.virginia.gov

Description:

Instant Message (IM) Archiving is an enhancement to the existing messaging service offering which gives agencies the option to send instant messages to the HMA Veritas (formerly Symantec) Cloud. With IM Archiving, agencies can retain and archive instant messages for later access as needed.

Microsoft Lync is the default Instant Messaging (IM) tool that is part of Microsoft Outlook.  The tool is currently used by Commonwealth of Virginia (COV) users.  This feature enables the archiving of instant messages in Lync.  This is an optional feature for agencies who have requested IM.

IM Archiving will provide VITA customers with the ability to archive instant messages that may be required by Federal and State mandates to keep all data necessary for FOIA requests.

Service option requirements:

Customers must have the Mailbox Archiving Service - Hosted Mail to be able to use the IM Archiving service.

How to Order

Order via Work Request. Requirements forms for standard and custom work requests can be found in the Service Catalog Form Library.

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Frequently Asked Questions

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Microsoft Lync is the default Instant Messaging (IM) tool that is part of Microsoft Outlook.The tool is currently used by Commonwealth of Virginia (COV) users. This feature enables the archiving of instant messages in Lync. This is an optional feature for agencies who have requested IM.

Yes, HMA is required. See following HMA notes.

Go to the VITA Service Catalog and use the standard work request for HMA found at the following link: http://shop.vita.virginia.gov/ProductDetail.aspx?id=6442470145&TX_ID=6442469899

Yes. All conversations are able to be retrieved and viewed in the Conversation History in Lync. Users can view only their own conversations.

Unless your agency follows some other procedure for saving copies of IM chats, your agency would need to archive instant messages to retrieve past IM chats once the chat window is no longer open.

VITA does not have central authority or responsibility for records of other agencies under the Public Records Act or FOIA. Each agency has responsibility for ensuring compliant preservation of records, and VITA cannot advise agencies on what is required.

You will need to establish retention periods, just as you do with email archiving. Prior to service initiation, you will need to provide VITA with your established IM archive retention policy.

No, archived IMs are saved in the Veritas (formerly Symantec) Cloud. As with HMA, archived IMs would be deleted in compliance with agency retention periods (as set by the agency when it subscribes to archiving, subject to any later holds or modifications by authorized agency personnel).

It is strongly recommended that employees are notified that their instant messages will be archived.

Please work with your customer account manager (CAM) to complete a custom work request for IM Archiving available on VITA's IT Service Catalog - http://shop.vita.virginia.gov/. Your agency has the option to sign up specific staff members or all staff members. If all staff will be signed up for the service, indicate "All Users" on the work request form. It is not necessary to include a list of all users at the agency if this option is selected.

After the submission of the custom service request, a one-time service initiation fee will be identified. The fee will vary based on the size of the agency, thus the need for a custom work request. An agency request for seven-hundred (700) PCs is estimated to cost $7,000.

Send VITA Onestop an email: vitaonestop@vita.virginia.gov to collaborate or handle your order.