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
Phase 1
Archive of Former Employee's Email Roadmap
Phase 2
• Use a vendor to convert the former employee data of the physical storage to the HR CODI site
• 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
• Eliminate physical storage reduces potential malware threats to the city's network
• Building resiliency around protecting employee data
• Increase retrieval capabilities
Cons
• None
Migration of Former Employee Data: Financials
Estimate
COST ESTIMATES FUNDING
*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor
Description Year 1 Costs (Hours) Annual Run Costs (Hours)/ KTLO Departmental Funding Amount: $0 Labor $ (Hours) Internal TS: 108 hours 60 hours Funding Requested (Y/N): Y Business Analysis 10 hours 0 hours TS Services 68 hours 60 hours Project One Time Costs $4759 TS PMO 30 hours 0 hours Project Run Cost (External) $0 Internal Department: Human Resources 0 hours 0 hours *Total Project Funding Requested for Year 1 $4,759 External (Records Reduction): $4,759 $0 *Recurring Costs $0 Professional Services to convert physical storage $4,680 $0 Transport Fee $79 $0 Non-Labor $ Hardware: $0 $0 Software: $0 $0 Other: $0 $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.