IT Governance Business Case Migration of former employee data from physical storage to CODI 365 archive Human Resources
Background on the City’s Current Archive for Former Employee Data • Human Resources is required by N. C. Department of Cultural Resources Archives and Records G.S. 160A-168 Item #47 of the retention schedule to maintain former employee data for 30 years. • Human Resources is currently storing years of former employee data on various formats (CD-ROM, USB Drive, etc.) that is provided to HR from Technology Solutions when an employee separates employment. • Human Resources is requesting a solution to standardize the storage of former employee data.
Current Pain Points from HR • Around 700 CDs that are physically being stored and managed • 20 thumb drives with 670 terminated employee's emails and documents • All physical information has an environmental risk of being damaged or destroyed. • The current process has been proven to have a risk for introducing viruses retained on old media (ex. PD submitted a CD Rom with a virus on it) • As more devices move towards utilizing the cloud, physical footprints are slowly becoming more obsolete making it harder to access • Technology has advanced at such a pace, that many different types of physical storage will be obsolete and unable to be read • The capability to perform cross employee data search does not exist
Desired Business Value Human Resources Strategic Plan Initiative: To fulfill compliance with a legally mandated retentions schedule Implement a solution that: • Reduces and/or eliminate the physical footprint and risks associated with physical storage • Reduces the risk of storage formats becoming obsolete or deteriorating and becoming unreadable • Reduces risk of media being destroyed in fire, flood, etc. • Eliminates risk of introducing viruses retained on the old media to City network
Future State Utilize existing Microsoft 365 platform: Utilize the city's existing storage standard that holds multiple files and file types for ex. employee emails. Future proofing the technology to prevent an antiquated and risky storage platform. Scalable Storage Size: The ability for the online storage platform to scale based on need. Because the number of former employees will increase the required size will also need to increase. Admin Privileges: There will be a select number of users that can manage the items linked to the online storage. These admin accounts will consist of representatives from Human Resources and Technology Solutions. More effective retrieval records: The ability to access records without any physical or technological barriers. The structure of the data will allow for more efficient retrieval processes.
Future State Benefits Benefits of a new archive process of ex-employee data should include: •
One centralized location for archiving the previous employee emails
•
No physical footprint for the City of Durham
•
Items can be easily uploaded and retrieved from the digital archive
•
This will help fulfill compliance with a legally mandated retentions schedule
•
This will be put on the new CODI 365
Archive of Former Employee's Email Roadmap Phase 1 •
Use a vendor to convert the former employee data of the physical storage to the HR CODI site
Phase 2 •
HR will retrieve employee data when an employee leaves the City. HR will load the data into the employee data archive
•
Upon request to HR, they will retrieve the information for the given purpose
Recommended Solution and Analysis
Recommended Solution: Migrate employee data from physical storage to CODI 365 cloud archive storage Description
• Migrate employee data to CODI 365 cloud archive storage •
Pros
Cons
• •
Eliminate physical storage reduces potential malware threats to the city's network Building resiliency around protecting employee data Increase retrieval capabilities
• None
COST ESTIMATES Description
FUNDING Annual Run Costs (Hours)/ KTLO
Year 1 Costs (Hours)
Departmental Funding Amount:
$0
Labor $ (Hours) Internal TS:
108 hours
60 hours
Business Analysis
10 hours
0 hours
TS Services
68 hours
60 hours
TS PMO
30 hours
0 hours
Project Run Cost (External)
0 hours
0 hours
*Total Project Funding Requested for Year 1
$4,759
$0
$4,680
$0
$79
$0
Hardware:
$0
$0
Software:
$0
$0
Other:
$0
$0
Internal Department: Human Resources External (Records Reduction): Professional Services to convert physical storage Transport Fee
Funding Requested (Y/N):
Project One Time Costs
*Recurring Costs
Non-Labor $
*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor
Y
$4759 $0
$4,759
$0
Risk Identification Description of Risk
Risk Impact
Mitigated (Y/N)
Contingency(Y/N)
Poor execution
Low
N
N
Project team turnover
Low
N
N
Vendor performance
Low
N
N
Cyber Security
Low
N
N
Mitigation Risk (Costs) •
No Cost
Contingency Risk (Costs) •
No Cost
Our Ask
We are asking to approve the Migration of Former Employee Data from Physical Storage to CODI Archive Business Case for submission to the City Manager for approval and funding through the BMS department.