Instant Message (IM) Archiving

Cost summary

Price type: Estimate

Billing category: One-Time

Cost basis: one time installation charge

Total:

 
Instant Message (IM) Archiving

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.

Prerequisites

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

 

More contact information

Got Questions? Need more information? Contact our Service Catalog Team at ServiceCatalogTeam@vita.virginia.gov.

How to order

Ordering Services

  • AITRs can use their Work Request Management system access to create a custom work request and submit the Custom WR Form,  found in the Form Library webpage .
  • 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.
  • Your agency's VITA Customer Account Manager will process the work request with you from that point. 

 
 
 

Additional product information

Q:  What is the IM Archiving feature?
A:  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.

Q:  Is hosted mail archiving (HMA) a required service to have IM Archiving?
A:  Yes, HMA is required.   See following HMA notes.

Q:  I don't currently have HMA.  How do I order that?
A:  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

Q:  Will conversations be saved in Conversation History?
A:  Yes.  All conversations are able to be retrieved and viewed in the Conversation History in Lync.  Users can view only their own conversations.

Q:   When would my agency require IM Archiving?
A:  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.

Q:  Is IM Archiving required for compliance with FOIA or the Public Records Act?
A:  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.

Q:  How long can the Instant Messages be archived?
A:  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.

Q:  Can I delete archived IM's?
A:   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).

Q:  Is there any employee notification required that notifies employees their Instant Messages are being archived?
A:  It is strongly recommended that employees are notified that their instant messages will be archived.

Q:  What is the ordering process for IM Archiving?
A:  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.

Q:  What is the cost for this service? 
A:  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.