Migration of ex employee data from physical storage to CODI archive

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.