CCR2007162.
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COMMON COUNCIL - CITY OF MUSKEGO
RESOLUTION #162-2007
APPROVAL OF EXPENDITURE FOR E-MAIL ARCHIVING SYSTEM
INTRADYN COMPLIANCE VAULT
WHEREAS, The Information Systems Director was requested to research an e-mail
archiving system and has proposed purchasing the Intradyn ComplianceVault from
Meridian IT; and
WHEREAS, The Finance Committee has reviewed the proposal to purchase the
archiving software/hardware from Meridian IT at a total cost of $18,429 and has
recommended approval.
NOW, THEREFORE, BE IT RESOLVED That the Common Council of the City of
Muskego, upon the recommendation of the Finance Committee, does hereby approve
the expenditure of $18,429 for the purchase of the Intradyn ComplianceVault from
Meridian IT for e-mail archiving.
DATED THIS 14TH DAY OF AUGUST ,2007.
SPONSORED BY:
FINANCE COMMITTEE
Ald. Bob Melcher
Ald. Neil Borgman
Ald. Keith Werner
This is to certify that this is a true and accurate copy of Resolution #162-2007 which
was adopted by the Common Council of the City of Muskego.
~( :J/;~~'
erk- Treasurer
8/07jmb
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E-mail archiving solutions
Intradyne ComplianceVault 500 GB Appliance
Includes 3 year hardware and software warranty
Mimosa NearPoint for Exchange
Includes 1 year software maintenance
Symantec Enterprise Vault
Includes 1 year software maintenance,
3 years hardware maintenance
Vendor Price
Meridian IT 18,429
Meridian IT 27,784
CDW-G 23,973
. Prepared For: CIty of Muskego
AUn: Joe Sommers
Date: July 20, 2007
Quote Number: 072007BB2-COM-lntradyn
Account Manager: Eleanor Zywicki
Inside Rep: Ben 8aenen
8meridian IT
Meridian IT, Inc.
316 N. Milwaukee 51. - Sle 406
Milwaukee, WI 53202
PH: 414-765-9933
FX: 414-765-9938
Product Code Customer
PrIce
Lead
TIme
Product Description Qty Ust
CVtU 500
fmducIs
Infradyn CompiianceVauft Rackrnounf EamU Archiving Appliance - 500GB -
Includes 3YR parts and labor depot HW warranty.
CompiianceVauh Toof-less Rack Kit
ForCVIU 500: AtT-3library 81 : IU B-cartridge carousel, wUh barcode reader
and one 1 DOGB AIT-3 data cartridge.
Sony 1 PI< AIT3 100/26OGB Tape Cartridge
Sony 1 PI< AIT3 Cleaning Cartridge
Sony library 1 U Rack Kit
Belkin 2FT External SCSI Cable - H068M to H068M
8
1
1
1
AXXHERAIL
UB-81/A3-BR-BB
9,995.00 7,975.00
75.00 57.00
3,808.00 3,141.00
70.83 54.00
65.59 47.00
400.00 344.00
97.99 35.00
SDX3100C1IAWW
SDX3XClWW
ACY-RK81
F2N991-Ð2-T
equipment Subtotal:
SWIYCVIUSOO
Maintenance
Inlradyn 1 Year Software Maintenance/Support - Phone & Email Support +
Software Updates 1,555.00 1,999.00
Malnt_nce Subtotal:
LABOR
P"",""..lonal Services
MericflaJ1 IT, loe. InstaHation, Confrguration, and Testing of Compl'ranceVau/t
16 (estimated at 16 hours- additional time wiU be biUed at $150.OOIhr)
Professional Services Subtotal:
150.00
.
GRAND TOTAL:
.QfIIQH
SW3YCV1 U5OO Intraclyn 3 Year SotIware Maintenance/Support - Phone & Email Support +
Software Updates 3,998.00 5,997.00
CUstomer
Exlended
7,975.00
57.00
3,141.00
432.00
47.00
344.00
35.00
12,031.00
1,555.~.
1,555.00
2,400.00
2,400.00
15,986.00 I
3,998.00 ,
.
Meridian IT, Inc. - CONFIDENTIAl Page 1 of 1
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. Compliëlnce VII
Email A and
Email Archiving Requirements
in the Government Market
.
Email sent by or between government workers is considered a
matter of public record in many states; as just one example.
California has its Public Records Act. This means anyone. induding
the media, citizen groups. and government watchdogs, has the
right to access copies of emailed documents.
The California Public Records Act is designed to give the public
access to information in possession of public agencies: Mpublic
records are open to inspection at all times during the office hours
of the. . . agency and every person has a right to inspect any public
record, exæpt as.. .
provided. [and to reæive] an exact copy" of an
identifiable record unless impracticable. The agency always bears
the burden of justifying nondisclosure, and "any reasonably segre-
gable portion. .. shall be available for inspection.. . after deletion of
the portions which are exempt."
Who's Covered: All state and local agencies. including: (1) any offi-
cer. bureau, or department; (2) any "board. commission or agency"
created by the agency (induding advisory boards); and (3) nonprof-
it entities that are legislative bodies of a local agency. Many state
and regional agencies are required to have written public record
policies.
What's Covered: "Records" include all communications related to
public business "regardless of physical form or characteristics,
including any writing. picture, sound, or symbol. whether paper.
magnetic or other media.. Electronic records, including email, are
of course covered.
Many other states and local governments have similar laws requir-
ing them to archive and retrieve emai!.
. SONY Â~ Tape
COpyright' 2005. Intrallyn Inc. All rights 'eserved. Intradyn. Intradyn Software. the Intradyn logo.
and CamphaneeVault are trademarks of Inuadyn. Inc. The SONY and AlT logos are nademarks of SONY Corp.
CompiianceVaultO6TM Features & Benefits
. Disk and tape system to archive email to meet regulatory
requirements
. Builds the foundation of a compliance program at an easily
affordable price
. Sony's AIT tape roadmap gives investment protection
. Easy to install and manage - certified compatiblility
. Cost -effectively scalable from 250 GB to 6 TB
. Email search and discovery is effortless - the deviæ does fast
searching, with a wide variety of search criteria
. Supports virtually' all IMAP & POP3 email servers
. All emaits are continuously stored to the ComplianceVault's
disk for quick retrieval
. Atl emails also automatically archived to AIT WORM tape for
long-term, unalterable archival
. Auditing features include a database of all accesses to the system
. Sets up quickly and easily
. 250 GB, 500 GB. 800 GB, or 1 TB of disk space. and easily scala-
ble using Sony's AlT tape libraries - up to 6 TB
For more information, see www.intradyn.comlcornpliancevaultl
a email sales@intradyn.com or call 800-284-4156
. ~~!~~geX~-
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Intradyn. Inc.
2930 Waters Rd.
Eagan. MN 55121
651- 203-4600
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c.!'mPliiloceVilulfO6.
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Email Archiving & Retrieval Appliance
An Affordable, 'Drop-In' Solution to Meet Compliance, Best Practices, and E-Discovery Needs
.
THE EMAIL RETENTION CHALLENGE
The archiving of email is an increasing focus for organizations
of aU sizes today. The number of regulations requiring
em ail retention and quick availability is increasing,
placing a heavy burden of compliance on literally
hundreds of thousands of firms-many of whom
remain unprepared. Beyond
regulatory compliance, the
need for corporations to
be responsive to litigation
discovery requests for
specific emails is an
additional concern, which
can only be met by a true
archiving system. The cost burdens
of .. e-discovery," as well as fines and
penalties for non-compliance to email
regulations, are well documented.
PRODUCT DESCRIPTION
The ComplianceVaultOó- Email Archiving & Retrieval
Appliance is a completely integrated hardware/software
solution that captures all of a user company's email on a
continuous basis, from a virtually unlimited number of
mailboxes. It can be put into use immediately, requires no
integration time or expense, and has extensive search and
auditing capabilities. The device is
available in standalone (desktop)
models with either a 120GB or
250GB internal disk capacity, or, in
1 U rackmount models, an internal
disk capacity of 320GB, 500GB,
800GB, or HB. Each model also
archives all email onto non-alterable
"WORM" (write-once, read-many) tape, via
. an internal tape drive in the desktop
models, or an external tape library bundled
with the rackmount models. The ComplianceVaultO6~ appl"lðfICe features
an all-new. easy-to-use interface. Raclcmount
I1U) model shown in foreground. bundled
with So~ Air' tape library.
The most strict email retention rules
are those of the SEC for the financial
industry, and these are rapidly
becoming regarded as "best practices" in other industries
as well-in particular, "relating to the archiving of all email
. onto unalterable media. SEC-regulated firms must maintain
a secure, non-alterable, and searchable archive of all their
email for as long as seven years in some instances.
Many small to midsized firms have not yet been able to
comply with their industry regulations for email retent!on.
The reason is twofold: complexity and high cost. Previous
solutions for email archiving, designed for large enterprises,
are difficult for small firms to implement because they
require specialized IT expertise, and go well beyond their
modest IT budgets. That's why Intradyn designed the
ComplianceVaultO6- to be both affordable and extremely
simple to use, requiring no integration of hardware and
software, and no disruption to a company's existing IT
infrastructure. . It's a complete solution: a plug-and-play,
purpose-built network appliance with a Web interface,
ready to run right out of the box.
,..
j I V --Wi ".~~"'W~""!?-
The ComplianceVault06- works with Microsoft
Exchange, Lotus Notes, or virtually any IMAP
or POP3 ernail system. When attached to your network, all
em ails are immediately and continuously saved and indexed
to disk, plus archived and indexed to tape at intervals you
specify-making them available for retrieval in a manner
compliant with corporate policies and industry regulations.
The device allows companies to meet a variety of email
retention needs, whether related to regulatory compliance.
(SEC 17a-3 and 17a-4, NASD 3110, FDA 21 CFR Part 11,
HIPAA, etc), or simply for good business practice in electronic
records management-as relates the requirements of
the Sarbanes Oxley Act (SOX), for example. The
ComplianceVault06- also allows for rapid searching of email
to improve responsiveness to litigation discovery r~uests.
ComplianceVault06W appliances incorporate Sonye AW tape
technology for archiving data to WORM or non-WORM
cartridges, which have a projected lifespan of up to 30 years.
.1I~~è
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~~~pliiJnce ViJUlfOG~I[
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'....- p---.;. : :,(~k.ff:~~' --
HOW IT WORKS
WIth the ComplianceVault06'" appliance attached to a
company's network, all emails are continuously archived and
made available for fast retrieval. Emails are stored and
indexed to disk and, in addition, archiy~.ø.~~dJnd~xed
permanently to tape. The appliance incorporates software
that is proprietary to Intradyn, but data can be read with
generally available software tools.
" The ComplianceVault fills our needs
perfectly. Other systems covered far
more than we needed, and cost much
more than we wanted to spend."
Usa Schmidt,
VIce President/Chief Compliance Officer
Perkins Capital Management
(an investment advisory firm based in Wayzata. Minnesota)
In non-SEC settings, the device can be configured for any of
a variety of common corporate email applications, and can
be used for headquarters locations or branch offices.
Industries other than financial services also have records
retention requirements that include email, governed by a
growing list of more than 5,000 federal and state laws and
regulations that specifically concern e-records.
The ComplianceVault06'" Email Archiving & Retrieval
Appliance.meets your needs for a ready-to-use, fully
featured, .. drop-inn compliance solution, which does not
disrupt your current IT infrastructure:
. The device automatically processes, indexes,
and archives all email
. Email search and discovery is effortless-the device
does fast searching, with a wide variety of search criteria
. Sets up in minutes and starts working immediately;
can be placed anywhere on the Internet
. The administrator can access the device from anywhere
on the Internet
. Email attachment management ensures no duplicates-
the system retains only one original
. A dany email status report clearly verifies which emails
are being archived
. Complete tape information is available at your fingertips
. Convenient online documentation is provided
. No ongoing monthly charges, unlike high-priced
outsourced email archiving services-resulting in
unmatched low total cost of ownership (TCO), and
fast return on investment (ROI)
.II~'
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SEARCH, AUDITING, AND ENCRYPTION
In addition'to the all-new user interface, the main new
features incorporated into the ComplianceVaultO6- email
archiving appliance are as follows:
. Fast, extensive search capabilities-greatly expanded
and advanced search features, including wildcard
searches, fuzzy searches, proximity searches, range
searches, boosting relevance levels, grouping for
subqueries, field grouping, and-most importantly-the
ability to save searches. Any combination of these
search criteria can be selected.
. Exporting of search results-the ability to easily export
any email search results, directly from the search results
screen, to a file, to a CD, to an email, or to a printed
hardcopy, for example. This feature greatly facilitates
use of the system for response to SEC auditors, for legal
discovery, or for review by a company's legal counsel.
. More audit features-expanding on features already
available, to make for even better audit reporting and
control. Every single access to the system is tracked, by
date, time, and user, providing a full audit log.
. Encryption-the appliance provides the option of tape
encryption, to safeguard stored tapes. Intradyn's
Encryptape'" technology is based on the same type of
encryption used by the U.S. federal government, the
highest level available, which is AES 256-bit-called
"strong encryption."
INVESTMENT RETURN
The ComplianceVaultO6'" appliance has both 'hard and soft
ROI assoåated with it. Soft cost savings come in several ways,
relating to the ease and speed at which a company can supply
accurate information to auåltors. Speed Is very fast due to the
disk-to-disk-to-tape (D2D2T) design. An auålt can cost a
, company many thousands of dollars in salary and resources.
With the ComplianceVauItO6'. appliance, that task is reduced
to a matter of minutes, proviãtng auårtors simple access to
very specific information.
" The ComplianceVault meets key email
regulatory requirements in a single
platform, with a very easy 10-minute
setup, and minimal ongoing maintenance. "
Christopher Ferslå,
IT Director, Goldsmith Agio Helms
(an investment bank with offices in Minneapolis,
New York, Chicago, Los Angeles, and London)
'Y""-"~ .~~ '~.~~:T !~-ì
Both courts and government agencies are increasingly
expecting faster response times in their requests for
companies to produce emails. To date, several corporations
have been asked to search tens of millions of em~ils and
produce very specific, individual messages tied to certain
occurrences or events-within very tight timeframes.
Failure to meet these deadlines has resulted, for some, in
obstruction of justice charges or large fines. In adãttion
to the .soft ROln related to human resources savings, there
are the hard cost savings in not having to pay fines and legal
. discovery costs.
n Avoidance of these costs represents
the most significant bene~it a firm gains from the
ComplianceVaultO6- appliance.
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I[~
SPECIFICATIONS SUMMARY
Standalone (Desktop) Models
. Model CV120-AIT2: 120 GB internal disk drive
. Model CV250-AIT2: 250 GB internal disk drive
Dimensions: S"Wx 7.S"H x 11.S"D, Weight: 10.5 pounds
The ComplianceVaultO6- Email Archiving & Retrieval
Appliance Models 120 and 250 each have two data storage
subsystems. The "compliance volume" (tape subsystem) is
a Sony AIT-2 magnetic tape dñve that uses removable
WORM (write-once, read-many) tape cartridges, which are
suitable for addressing the strict SEC requirements. The
"random-access reference volume" (disk subsystem) is
rewriteable magnetic disk storage used for quick search
and ÕIsplay of messages, as well as access to email
attachments. (Only one copy of each attachment is stored.)
Models 120 and 250 include server, graphical user interface
(GUI), hard disk drive, Sony AIT-2 WORM tape drive,
Ethernet 10/100 nen:vorking, and 110/220 volt AC power.
. Rackmount Models
Each model must be bundled with a Sony AIT tape library:
. Model CV1 U-320: 320 GB internal disk drive capacity
. Model CV1 U-500: 500 GB internal disk drive capacity
. Model CV1 U-800: 800 GB internal disk drive capacity
. Model CV1 U-1 000: 1 TB internal disk drive capacity
Dimensions: 16.9" W x 1.7" H x 23" D (fits in standard 19" rack),
Weight: 24 pounds
The 1 U ComplianceVault06'" models have the same
functionality as the standalone models above, except they
are rackmountable and offer larger disk dñve capacities.
They do not have an AIT tape drive internally, but instead
. I NTRADYNTM
Data Protection Made Simple
"' llllil
INTRADYN Inc.
2930 Waters Road
Eagan, MN 55121
Phone: 651.203.4600
Fax: 651.203.4607
info@Jntradyn.com
www.intradyn.com
SONY. Â'tFf
Entire contents Copyright 02005, Intradyn In<. All rights nsened. This document is for
infonnotionol purposes only and is subject to change withooI notice. AItho\igh reæanabIe efIoIt
. has been mode in the pnopara6on of tin documentlD ensure b accurac:y. IntIadyn 1nc. os..-s
no fiability resulting from orrors 01' omiuôons in t"" document. _from the use of the inlonnalion
contained in 1I.lntradyn IfIC. reserves the right to make chong... in p<oduct specificadons without
leWlV8lion and witbout -_. Note: IntIadyn 1nc. advises you that. when designing or implementing cbtta retention or data
st""'ge solutions for <empliance pUlposes, aIwoys seek tile advke of an ottomey with specialized
expertiH in electtonöc 1tCOI'd. ,etention ond .m.ivv.g. and tho ..soåoted I.... end "'9u1ot1ons that
apply fo, yow industry or googrophlcol jI...isdiction(s). This document is pIO'Iided only for
info",..tlonal purpos...
z~,... Jr ~.~ ,,'f~~I~..i.I. J 1: ..."
are designed to be bundled with a Sony AIT tape library of
the customer's choice (either AIT-2 or AIT-3), providing a
more scalable solution for those customers requiring larger
disk capacity and tape storage. (Sony AIT tape cat1ridges
are available from a variety of suppliers, including Intradyn.)
ABOUT INTRADYN INC.
Intradyn develops data protection and preservation
appliances and software offering enterprise-class
functionality at affordable prices for small and midsized
businesses (SMBs). The company designs its products
specifically to address the complexity and affordability
issues fadng smaller businesses today, and the inadequate
and unreliable entry-level backup or archiving solutions they
may now have in place. The company's RocketVault-
appliance is an award-winning, disk-based, automated
backup and recovery device that includes all software and
hardware in a single, plug-and-play device. It was the first
general-purpose appliance for 5MBs to offer sophisticated
archiving capabilities and the storage of encrypted files for
both local and remote storage. Intradyn's BackAgain'.
software provides robust data protection and disaster
recovery. It protects remote servers and workstations, as
well as the leading email and database servers, Microsoft
Exchange and SOL Server. For more information, please
visit www.intradyn.com.
Get Compliant Now-It's Ea~! To find out how your firm
can quickly become compliant to your industry's email
retention regulations-with a remarkably simple, low-cost,
all-in-one, drop-in solutio~-contact us today.
" One of the most innovative
products recently offered to 5MBs
is Intradyn's ComplianceVault. "
InfoWorld Magazine Review
INTRADYN IS PROUD TO BE REPRESENTED BY:
BI1!!._o"Mi!
Published 10105