CREW v. Executive Office of the President – Report Numbered Footnotes: 211.1, 211.2, 212-EOP 172-83

8/9/2019 CREW v. Executive Office of the President Report Numbered Footnotes: 211.1, 211.2, 212-EOP 172-83

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Table of Contents2.

2 .13.4.5.

7. ]8.8.1

D o c u m e n t C o n t ro l ..............................................................................................Docum ent Approval . . . . . .. . . . . .. . . . . . .. . . . . . J ................................................................. 5E M G Approvers ................ . ..........................................................................5Customer ~pprovers .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Purpose of T his Docum ent.,. . . . . . . . . . . . . : . . . . . :..: ................Ir~troduction ................................................................................................ : .......6Engagem ent Lo gistics .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . " . . . . . . .. . . . 65 .1 Participants .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . : ............... 6"Executive Sum mary .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . 76.1 Findings Highlights .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 .2 Recom mend ations Highlights . . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . .6 .3 Out of Scope Recommendation Highlights . . . . . . . . . . . . . . . . . . . . . . . : ......................... 8Project Objectives .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . 8Business Objectives ............................................................................ 9General Solution Description .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ~ ...................... 13Enx, ir onment Description .. . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . ] 48.1.1 Lab Environmen~ ... . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .8.1.2 Staging En~-Lronment ......................... ~ ............................................. 158.1.3 Production Env[r6nment .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8.1.4 Change Management Policies .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . " . . 1 88 . ! . S Tes.t and Acceptance Plan (TAP) ........ : ............................................. 168.1.6 System Sizing ..... . . . . . . . . . . . . . . . . . . . . . . ; ................................................. : . . . . .1 78.2 S e c u r i t y a n d C o m p l ia n c e ................................................78.2.1 Authentication .. . , . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . 178.2.2 Authorization . . . . . . . .. . . " ........................ : ............................................... 188.2.3 En~tion ............................ : ..................... " ........................... ~ . . . . . . . . . ] 88.2.4 Firewalls .. . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . 188.2.5 Aud it Requirements .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . 108.2.6 Audit Reporting .. . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . .. . . . . . . . . . . . . . 19

8,2.7 Roqufi:ed E mailXtender A ccounts and Permi~s!ons . . . . . . . . .. . . . . . : ......... 198 .3 S t o r a g e U t i l i z a t i o n ....................................................................................8 .4 Using EMCDiskXtendez .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ; ......... " ................................ 219. Solution Functionality Deployment. .................................................... : ............ 229 . ] Archive Folders and Retention ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229.2 Rules P rocessing . . . . . . . . . ......................................................... ; . . . . ; ............. - . 2 39.3 Shortcutting Email .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . : ..................................9 .4 Historical PST /NSF IngestiOn ... . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . 239.~ Deleting Mail ~rom the/~rchive .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230. Technical Solution Description .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24! 0. l Ne twork Infrastructure .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24] 0.1. ]" Wide ]~rea :Netwo~rk ......................................................................... 24] 0.1.2 Local Area Iqetwork .. . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . 2410.2 . High Availability/Disaster Recovery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

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10.2.1 Disaster Recovery Lo gical Design .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ZS10.2 ,2 Disaster Recovery Physice3 D esign .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. : ........2610.Z.3 Disaster Recovery Failover/Failback P~ocesses .... . . . . . . . . . . . . . . . . . . . . . . . . . . 2610 .3 Enterp xise Storag e .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2610.3. l Storage Logical Design Diagram ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2610.3.2 Disaster Recovery Time Objectives (~TOs) .................................... 2810.4 Database Design . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . . ~ . , ~ . . . .. . .2810.4.1 " Microsofto~Serve~Cenfigu~a-tion..~ .......~ .................... - . . , ~ ; . ~ . ; . . . .. ~.,2810.5 Journaling Requkaments ........... : ........................................................ : . . . . . .281 .0 .6 . f ~ . u t i - v f i r u s S o f t w a . T e ........................................................... .........................28] 0 .7 B a c I ~ p R e q u i r e m e n t s ............................................. ." ................................ 3010.Y,1 Em ai~tendez General Server B ackup . . . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . 30!0 .7 .2 Em~lXtender License Se~ver Bacl~p . . .. . .. . .. . . .. . .. . .. . .. . .. . .. . . .. . .. . .. . .. . .. 30

] 0 . Y . 8 R e g i s t~ K e ~ V a l u e s B a c k u p ............................................................ 3010.7.4 Disl~tender Configuration Baakup . . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. 3]10.7.6 D i ~ k X t e n d e r P i l e M e t a d a t a B a c k u p ................................................. 31] 0.7.6 ~em Partition and System State Backup ,. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31]0.7.7 W S e : r , ,r e r B a c k u p . . ......................................................................... 32] 0,7.8 MSM Q Baekup...,~. ........................................ : ................................... 321 0 .8 A p p l i c a t io n M a n a g e m e n t .................................................. " ....................... 3210,8.1 S y st e m M o n ~ t o ~ m g ............................................. ~ ............................ 32I. P r o j e c t D o c u m e n t a t io n ...................................................................................... 32lZ. Product ~aining Req-uk ements . . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . .. . . . . . . 3~~3 . Definitions ........................................................................... ............................. ~34. Adclendums ... . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . ~ . . 3 ~~4,1 EMC E~ailXtenderSizin S ~adsheet ..................... ~ . . . . .. ; ........... 351 4 , 2 Disaster Recovery UsingE m a i lX t e n d e r 4 . 8 1 S P 1 B e s t P r a c t ic e s G u i d e ......................................................... 3514,3 EmailXtender Requ ked Poxes .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . : ............35] 4.4 Disk SLoe and RA~D Requkements .. . . . . . . . . . . . . .. . . . . . . . . .. . . . . . . . . . .. . . . . . . . . . .. . . . . . . . . . .. . 36

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L i s ~ o f T ~ b l e sT a b l e I . C u s t o m e r P a r f i c i p a n f s . . . . . . .. . . .. . . .: ...........................................Table 2. E M ~ P a r t i c i p a n t s .....................................................................................Table 3. Business Obiecdves .................................................................................Table 4. Estimated Disk Requkements .................~ ..............................................7Table S. Email Archive Enunyption Requirements .................................._...: . . . . . . . . .8Table 6. EmailXtender Standard Audit Reports ...........................................-. . . . . . . .19~Ble 7~ " E~ai~t~n~r Req~dAcco~ aiid ~~rm.is~ions~....~ ........ . . . ~ ... . . . . . . ..~,,20Table 8,Table 9,Table l 0.Table l 1.Table 12.Table 13.Table 14,Table ]5.

A.rctdve Folders and Retention ........................................................, .......22Rule Processing Definition ........................................................ . . . . . . . . .,.23Anti-virus Exclusion Requirements ........................................................8.~em P~ndidon Back-up Schedule .........................................................1Server Back-dp Schedule .................................................................2MSMQ Backup Schedule ........................................................................2P~:oject Documentation ...........................................................................3Technical Definifions ..............................................................................3

Fig ]~Fig 2.Fig 3.Fig 4.Fig 5.

L i s t . o f F i g u z e sLab Envizonmen{ ....................................................................................................~S~aging Environment ...............................................................................................5Pzoduofion Environment ......... ..............................................................................6DR Desiga ................................................................................ . . . . . . .: .....................Z6Disk Utilization .......................................................................................................7

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Doc~meni Control

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

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EX Design andin-tplementadon~ ]:~zoj ectManagement

Z,2 Customer ~pprovers

/ C O T REngineering Branch

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Purpose of This DocumentTlzis report i~ ~ review of the EMC teams findings, observations, and recommendationssupported by the Infomaation Technology In~Tastracl~m-e Lib~a~ (ITI~), and EM C BestPractices. The team will review tN s report as a presentation to the Eecu tive sponsors.This docum ent presents the results of the E M C E m a i IX t e u d e r S o l u ti o r~ D , s ig n S e r v i c e at-Executive Office 0fthe President ~OP), The inte~iew pro~ess looked al all of the emailstorage ~ctions within E~utive ON ce orthe Pregdents IT env~onment w in respect to & eimplementation of EmaiiXtender. :4. iatroductionThe E M C teara thanks Executive Office of the President and the EM C Executive Office othePresident Account team for the opportunity to conduct the EMC Ernai lXtender Solut ion DesignService . The goals of this engagement were to answer all of the questions necessary to budgetand make a pumhasing deal&ion, including; hardware (disk, se~ers, etc) acquisition, software(both EMC and 3rd palrty) acquisition, professional services time (implementation, prsjectmanagemcnq etc,. .) .and internal resource requirements.The foundation of the service offering isa consultative assessment of Ex ecutive Office of thePresidents email infrastructure and operations emp hasizing their arehiving requirements andprocesses. This Service involves one-on-one interview sessions with Execu~,ive O ffice of thePresidents Subj~cl Matter Experts (SME) and Business owners to obtain a detailedunderstanding of their cmail archiving bu siness requirements.The planning process promotes a seamless softy)are implementation, mapping a customized -E M C EmaiLYtender solution to Exeautive Office of the Presidents sp.ecific businessrequirements discovered throughout the intervl ew process,

8.1 PaxticipaxttST a b l e 1. C U s t o r n e ~ p a r ~ i C l p a n f s

10IZ31BDOB

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6 . E x e c u t i v e S n m . m a . r yEmail has become a re@or ll%eallS of business communication. Fe~ Research s~ys that thenumber o f co~oralc emails incrc~ed by 5 0% 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]lioni~ 2006 to over 35 billima in 200~. E~il b~ become a st~dard means oginterof5cecomm unication(such as memo~nd a), as well as commu nication wlth customers, suppliers andb~iness p~aaers. The ability to a~ach docum ents adds to email util ity ~ a comm unicationmedium, ~ companies can deliver statemen(s, bills, prospectus Jnfe~atio~ and other t~es ofinfo~ation.

Not only are the storagecosts ~sociated with email astounding, file pervasiveness ofemail as acommunication medium is both advantageous and a potential problem for mm3y large enterprisessuch as Executive Office of t lqe President. Em ail give~ ~ompanies a fast and efficient mechardsmof comm unicating 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 discoveryrequests, as all comm unications related to the business - including internal oomm unica~ions -must be retaJned for discovery and/or eom plimlce purposes.6.1 Findings I-IighlightsExecutive Office of the P residents challenges managing their email data revolves around thefollowing issues: Diff icult ies u, i~l~ esmblisl~i~N aridly defensible capture and retention process: Jncrzased d ema n.ds for eDiscovery inquir ies , which are resource in tensh~e a ~d c~zrry a

risk of incomlJle~e/inacqurate results;Legac), technology, s torage and applies~ions t tTat are unnecessarily complex and requirehigh levels of operation/mainte~tance costs .

.While .FOP has made a significanl investment in the Exchange environment [or managing theiremail, the ism~e afemail management and future storage requirements will need to be addressed.E M C s E m a i IA % o ~ d e r solution ,,~ill dramatically improve operational efficiencies and red,meeostgassociated with em ail management. "Ad ditionally EmailXt~der Will act as a vehicle forimproved Total Cost of Ownership {TCO) as the email environment continues to grow.

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6.Z t{ecomme~dations Highlights"EMCs EmailXlender so]utiorl w[]i siffaificantly address fl~c amo unt of em ail storage space-consumed through m essage de-duplication and co mpression. Beyond the storage cost savings, aproper Email M anagement solution is also an automated data m an.agement solution tha__t i_ncreases-

. m~.s.sage arc!five a.pcessibility, while reducing administrative costs associated with emailmanagement, com pliance and legal disc~ve~ pioce~Iur~. Beri~fits~d E~Ccufii;e Offi~President include: Sec~tre storage of inboun.d and outboun d em ails in a een. tral repository. Implem entat ion of~ records re tent ion pol icy for emai l records . Enable eDiscover) , o femai ts . ." Categorizat ion ofarchi~ed em ai ls . Enab le m anaged t rans f e r o f r ecords t o NARA.Creation of an auditable, controllable process for re-categorization or quarantiningema i! records i f required .

6 .3 Out of Scope Recomraendafion Highligh tsEach E mailXlender engagemenl un6ertaken by E MC Professional Services must first passthrough fl~e EMC Solutions Validation Center (SVC) to ensure thai it adheres to EMC bestpractices. Th is process takes a look at the.customers environment, intended use ofEmailXtender and proposed design of Em ailXtender."In phase one of the Em ailXtender project the following EmailXtender components w ill not beutilized:

, ~h.ortcutting, User D irectett Archiving" U ser M en . tiO, Ma pp in g" PS Tin g e s d o n

Project O bjectivesThe deployment of the E MC Messaging technology addresses a significant number & objectivesthat may be in con flict with regard to both the server environment and storage spa~erequiremerits . The ob jeotives fall with two basic ~oups - Business Objectives and OperationalObjectives. It is necessary to determine what objectives apply to a partleular implementation ~ndthe specific goal" For each objective. A ll oF the obj ectives focus around the am otmt el" email thatwill be kept at a specific location and the policies that will be enforced for the objectives:

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~. 1 Bus~ness Objectives~e fo]~ovcing business objectives have been identified fo drive lhe project:

T~ble 3. Business Objective~Capture and store al l ~mai leommunioat ions sent orrecgived from at.counts on theo~cial t|nclassified EOP Email

All emall flowing to, fiom or within the Exchange__ _envhonment wi.ll be stored in a single eraall archive, Thiswill:inulude system .messages. " "system~aptu~e and store ALL related Em ailXtender inherently retains email in its original form,information (m etadata) in0uding all metadata and attachments associated with i~.associated with the E mail.Capture and store the Em ail in This is a ~nction of Microsoft Exchange joumaliug,real time, as soon as the sender EmailXtender emmet control which m~ssages arejournaled,hils the send button i t can only control what to do w ith .those messages once ithas ingestect them from the jqumaling m ailbox(s)..~e fault-tolerant and have no Th e solution will include separate Microsoft blusters for thesingle point of failure which ~ server. The EmailXtender servers will rely oncould cause BOP E mail to be boot from SAN and Tednndant servers set up in. a DRsent or received without be[rtg locati .on to ~sare business co ntinuitycaptured in the RM systemAllow for th~ physical or logical The E MC team will create a separate cabinet (reposiiory) insegregation of re~ords based on EmailXtender for each def ined of f ice and ruleswil l bethe agency]component of the app]ied to these cabinets to capture email in them for only;ender or .recipient. One copy o f the users defined./fmultlple users on a m essage me in thethe record should be stored in same cabinet, thebuilt-in d~-dup]ication of Ema~lXtenderthe senders componen t bucket will only stare one copy of the rnessa.ge. Also, inherent toand one copy in each of the EX, if that same message contains users across multiplerecipients agency/compo nent cabinets, the message w ill be copied to each cabinet.buckets . If one or morerecipients are associated w ith asingle agency/component thenoflly one copy of the recordshould be stored in theeorrespondi ngagency/component.b?cketAllow searches to be run against Bdtti versions of EmailXtende~ are Nlly Capable ofthe data, by compon ent, data allowing searches for m~d r~M eva] of email across allrange and search words and repositories within the archive, EOP personnel will bephrase~, Searches of E mail trained on this process, How ever, there is no built-in way toaddresses, display nam e fields search within search results on EX 4.8. Th~ search criteriam~d all ofl~er EmNI fields MI! can be saved for later use but the search results cannot, Onehe provided; Search ~f way to w ork around this will be to sort the results bya~e~ents ~dll be provide. category m~d selectively export the desired results to file.Se~ch results will be able to be

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extracted via some searchdelivery m echanism such thatthe results can be viewed usinga W EB browser or some othercommonly available method.Subsequent searches of searchresults will be provided..T heability to save search p arzanetersassociated with searches will beprovMedb e not allow removal of EmailXlender 4.8 will be installed using Disk_X:tender,record(s) from the archive, but which w ill enforce retention on the volumes within EX.~llow a record to be quarantined EmailXtender 6 w ill be writing to Documentum wldch alsoin a controlled and in an enforces retention on the data within the archive. :In eitherattditable manner from other state, messages will not be able to be remove;] from the"ecords into a lo~cnlly ( o r archive if the retention period has not expired. The methodphysically sepa~te) records f o r separation of records has been described abo verepository for quarantinedrecords. Such quaraufinerequires O~ce of GeneralCounsel and RecordsM~uagement ~i~en ~dauditable approval.Fu~e~ore, qo~tinedfederal , presidential, and Officeo f the W ee President recordsmust be mainlined in sep~aterepertories from each other.L~tly, for cla~si~edinfo~ation inadve~ent]yplac~ on tl~s uncl~sifiedrecords system, the classifiedrecord m~t be tran~fe~ed to theNational Security Council orCl~sified Records M anagerwho administ~ such~e Faqsf~ or quaantine~y record must be donecontrolled and in an audlt~leAutomate em ail record series grnaiiXtender does not have the ability to automate theand/or schedules (as .applicable) transfer of records to a unit of storage other than to w hat itenabling-the EOP to tTansfer is directly connected to, How ever, this can be accomplishedcategorized email-records to using a scheduled task running h script that copies theN A R A specified volume folders ~o a network share at NARA..

0123/2008

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There are several ways to accomplish this task in tl~o endstate solution. We believe olcar, Luture-lookingrequirements From N~~refe~ed mo~od.Integrate the system into the A detailed disaster recovery plan, including faitover andE O P s b ac ku p an d d is as te r f ai lb ac k p ro ce du re s, w il l b e d o em n en te d dt~ ri ng e ao k -"recovery system amending as .necessary .Phase and ,~i ll be pro.vialed as .part of the teSt.and

applicable the EOP s Disastei" acceptance plan.Recovery PlanEnable the EOP to enact User Directed Archiving (UD A) fold ers will be util~~d toenforce litigation holds, enforce legal holds of data. The legal team w ill be givendocument a com pliant chain of search privileges m~d w ill be able. to copy their searchcustody, prevent spoliation results to a designated U DA folder that has specificclaims, negotiate in good-faith retention applied to it . Chain of custody will be verifiedduring moorLand-confer using the Archive Process Tracking (A PT ) util ity includedsessions, and produce with E mailXtender. Th e end-state solution will leverageappropriate non -privileged- RPS features in Docum entnm to meet these-requirements~nformation.Accelerate & facilitate the The EOP is a l ready famil iar with the search funct ions ofexchange of information (and .EmailXt~nder 4.8 and t.he capa.bili ties. The end statedoes not hind e~ or fatstrate) solution w ill be de~iN~ed and implemented to accomplishduringthe pro-trial period, k~mwn requirements for easing the legal discovery process.Freedom of Information Act, using standard search capabilities in RPS and RMan d o th er ele ctro nic sea rch c om po ne nts of Do cu men tu mrequest period, whilefacilitating a smoother, simpler,and less financially burdensom elegal pmdess for all partiesDevElop, document, and Documentation will be provided at the en"d of Phase 1 forinstitute vefifiab.ly en fomeable EX 4 . 8 and a t t he end of Phase 2 when EX V6. 1 S P1 i sformal litigation hold(s) and implemented.data preservation procedures toinclude: creatingcomm unication distribufibn "lists, docum enting relevant.activities, m~d definingprocedures and accountabil]tyFor instituting, monitoring, andreleasing litigation ]~oldsIdentify all relevant data sources Relevant information is included in the Search criteria Whenand fo.m~ata include a "copy o f, searching for einails.or a description by c;ategory and.location including the approachto maintain or produce th~ copyor description" orrelevant

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the course o ~ rout ioe recordsdisposal and / or dispositionEnsure that the servers areproperly managed withappropriate ~]~s and repo~Io~ defined ~d available

software mechanisms in the c u d s t a te s o l u t i o n .Tile logging information of Em ailXtender 4.8 is not ascomp lete as EX 6 but we w ill be installing a mon itoringframework to h~lp administration t~ks. Appropriat~monilodng at t~bute~ wil l b~ docum ented for EOP~g.jo~l mailbox size, ~X se~ices, et~.)

General Solution DescriptionThe EOP has formally engaged the EMC temn to desi.gn an cm ail records m~agement solutionusing EM C E mailXtender for the required num ber of Exchange mailboxes (approximately4,100). T he professional services work to be ~erformed by the EM C team in s .upport of thiseffort wi]l com prise ofproj~t managem enl, planning, analysis and d esign, installat ion, testing,and suppo rt of the email archiving solnlion in lab, production and disaster recoveryenvironments. Th is will include the des~, docum entation and testing o fall relevant operationalprocedures.To m eet the requirements for the EO P a bye ph ased approach will be used. Phase 1, referred toas the ]ntefim phase, is the phase add ressed in this design docmnent. ]t w ill util ize EmailXtender4.81 SPI. This system will become the"system olemail r~ords" to service and supporttheFederal and presidential email records of the nex t President of the United S tates..The second phase of this pmj~ot (Phase Ill) will be to implement the new version oFEmaflXtender, which wil l then be known as EM C Source Q ne Email (ES f ) . The installa tion ofESI w ill be a separate project and will be executed while the Em ailXtm~der 4.8 1 continuvs toingest ~mails, I t is EOP s desire to take the em ail that will hage been collected in Em ailXtender.4.81 and migrate. jr to the new ES1 implementation once it is completed. At the time of cutofffrom Em ailXtender 4.81 to ES 1, a copy of the data flint has been collected in Em aflXtender 4.81w~ll be migrated to the new envirorm~enL D uring this migration there are two m ethods forallowing the already ingested data to still be accessible for legal starches. First the oldEm ailXtender 4.81 envhonm ent can be put into a rea&only state and left as is , or the new ES1environment can use the EmailXtender 4.g1 repositoryas a read-only repository. Adetermination of w hich methodology w ill be .used w ill be made at the t ime the desiN~ for the newES1 environment is done.The remainder &this document ad dresses the design for the Phase ] interim solution usingEmailXtender 4,81. SP1This interim solution consists of four EmailXtender servers and an Active-Pa ssive ~ 2005clust4r bases on M icrosoft Cluster Services.This solution addresses the Following key Features needed by the EOP:~ Integrat ion with e~vis t ing E OP em ail inf-c~s~ructure . " ~ Auto-categorizat ion, de-dup l icat ion and isolal ion o femai l ~se ts .

" Full laxt indeMng and search capabili t ies (,cross all components for privileged usenv.

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CREW v. Executive Office of the President – Report Numbered Footnotes: 211.1, 211.2, 212-EOP 172-83

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