Data Management and Data Reduction Solution RFP No. 201103815 Business Requirements

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Data Management and Data Reduction Solution RFP

No. 201103815


Business Requirements


#2

DETAILED FUNCTIONAL SPECIFICATIONS

The software requirements and the objectives have been listed
below and shall include without limitation the following features
and

guarantee the achievement of the following purposes.

Rank

Response/

Respondent


2.1. Server and Client Compatibility

2.1.1

The software shall have compatibility with following versions of
MS Windows: Windows 2008, Windows 2003. It must function
with
both Windows Server and Windows Standard, Advanced and
Enterprise Server versions of the Operating system mentioned,
including 32 and 64
-
bit.


Choose an item.

2.1.2

Shall have the ability to run MS Exchange 2007 and MS
Exchange 2010 email platforms in
standalone and clustered
environments.


Choose an item.

2.1.3

Shall have the compatibility with future releases of Windows
Server and Microsoft Exchange versions.


Choose an item.

2.1.4

Shall have compatibility with email clients like MS Outlook
2007
/2010 and also with Outlook Web Access versions of
Exchange 2007 and 2010.


Choose an item.

2.1.5

Should have compatibility with mobile devices and its
synchronization software, mainly being, but not limited, to
Android, Blackberry OS, Apple iOS, Palm
webOS and Windows
OS using Active Sync and Hot Sync software.


Choose an item.

2.1.6

Shall have the ability to retrieve archived emails and attachments
through Outlook web Access 2007 and 2010 and any future
versions.


Choose an item.

2.1.7

The
Archived content shall be seamlessly available while email
client is online with the server or even in cached mode.


Choose an item.

2.1.8

The Archived content shall be available to remote users
connected through slow Network links.


Choose an item.

2.1.9

Archived content should be available offline while mail client
synchronizes the mailbox for offline use.


Choose an item.

2.1.10

Archived repository can be used by other systems like SharePoint
and other Document Management systems like Documentum

and
Alfresco.


Choose an item.

2.1.11

Should not have any known conflicts integrating with MS Outlook
2007 and 2010 email clients based on past installations done.


Choose an item.

2.1.12

The software should not have any major impact on response
times when starting MS Outlook 2007 and 2010 clients once the
email archival client software / DLLs have been installed and
configured.


Choose an item.


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#2

DETAILED FUNCTIONAL SPECIFICATIONS

The software requirements and the objectives have been listed
below and shall include without limitation the following features
and

guarantee the achievement of the following purposes.

Rank

Response/

Respondent


2.1.13

The archival client should have a small form factor for pushing it
out to all email users
client desktops / Laptops.


Choose an item.

2.1.14

It should have the ability for mobile device users to retrieve
archived emails from their mobile devices


Choose an item.

2.1.15

Should have the ability for mobile device users to archive emails
from

mobile devices.


Choose an item.

2.1.16

The solution shall integrate seamlessly with Microsoft Active
directory (2003/2008) and utilize Windows Active directory
features to minimize the administration and creation of user
groups.


Choose an item.

2.1.17

The solution shall have support for assignment of archiving,
retention and offline cache policies to single user, user group,
distribution list, OU and based on customized dynamic LDAP
query based group from the active directory.


Choose an item.

2.1.18

Archiving system shall be cluster aware and support all major
clustering technologies to provide high availability and address
site
-
level disaster discovery with minimum data loss.


Choose an item.

2.1.19

The software should not require
installation of any archiving
software/client/code on any target server.


Choose an item.

2.2. Administration and Maintenance

2.2.1

Shall have the ability to configure policies at individual user’s
m慩l扯x爠 潬摥r level.


Choose an item.

2.2.2

Shall have the ability to configure access levels at complete
information store or file share level.


Choose an item.

2.2.3

Should allow administrators to initiate an archive job.


Choose an item.

2.2.4

Shall be able to provide alerts to one or more
administrators via
email, SMS, etc.


Choose an item.

2.2.5

Shall have the ability to generate logs for problem investigation
and trouble
-
shooting.


Choose an item.

2.2.6

Should be able to generate both manual and automated status
reports for
management and administration use.


Choose an item.

2.2.7

Provide self
-
explanatory messages to end users, if a problem
occurs.


Choose an item.

2.2.8

Provides components to monitor system performance.


Choose an item.

2.2.9

Provides components to
monitor resource usage using
Performance Monitor and any other utility.


Choose an item.


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#2

DETAILED FUNCTIONAL SPECIFICATIONS

The software requirements and the objectives have been listed
below and shall include without limitation the following features
and

guarantee the achievement of the following purposes.

Rank

Response/

Respondent


2.2.10

Should be able to move archived data to appropriate archive
storage, when data is moved from mailbox or file system,
provided archiving is enabled on destina
tion server, seamless to
the user.


Choose an item.

2.2.11

Ability to move un
-
archived data to appropriate information
store, when mail box is moved, if archiving is not enabled on
destination server.


Choose an item.

2.2.12

Shall be able to distribute archival client software using standard
distribution software like Microsoft SCCM, Symantec Altiris.


Choose an item.

2.2.13

Should integrate with Monitoring systems like EMS, HP
Openview, xMatters, Solar Winds Orion, SCOM et
c. and set
alert mechanisms through SNMP, email, SMS etc.


Choose an item.

2.2.14

Should not require Active Directory schema changes to
implement archival solution.


Choose an item.

2.2.15

Shall be able to provide granular role based administration
features using LDAP or AD integration.


Choose an item.

2.2.16

The solution shall provide reporting of statistical information to
assist in scheduling and capacity planning for the archiving
system.


Choose an item.

2.2.17

Shall provide central
management and control for the archiving
and retention of data (e
-
mail and file system) on a
user/group/global basis.


Choose an item.

2.2.18

Archival software shall provide high compression of archived data
aside from Single Instance storage.


Choose a
n item.

2.2.19

Please describe your support model and call center locations.


Choose an item.

2.2.20

Shall provide central management and control for all data
management practices to include, but not limited to:



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Exchange 2007




Choose an item.


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#2

DETAILED FUNCTIONAL SPECIFICATIONS

The software requirements and the objectives have been listed
below and shall include without limitation the following features
and

guarantee the achievement of the following purposes.

Rank

Response/

Respondent


2.3
Scalability and Performance

2.3.1

Have scalability and shall
have no impact on performance with
large sizes of mail boxes/information store and unstructured file
data.


Choose an item.

2.3.2

Archived content shall be available to be instantly retrieved over
Local Area Network or Wide Area Network.


Choose an
item.

2.3.3

Ensures business continuity for long period of time without any
drop in performance.


Choose an item.

2.3.4

Should integrate with our corporate imaging builds for laptops and
desktops based on the imaging software used for building
laptop
s/desktops.


Choose an item.

2.3.5

The Archival repository created should be able to be read only
from other systems or be ported to the other standard databases
for access directly from email clients like MS Outlook


Choose an item.

2.3.6

Single
installation of the software works with more than one
Exchange Server environments within the same LAN
.


Choose an item.

2.3.7

Single installation of software works with more than one
Exchange Server across the WAN.


Choose an item.

2.3.8

Single
installation of EAS works with more than one Exchange
Server within the same AD site.


Choose an item.

2.3.9

Single installation of EAS works with more than one Exchange
Server across the different sites, but same organization.


Choose an item.

2.3.10

Shall not have any limited archival repository size limits
and should be able to alert or notify in case there is
drop in performance of the archived repository.


Choose an item.

2.3.11

The software should provide multi site resiliency across
multiple
on and off
-
site data centers.


Choose an item.

2.4. Features and F
unctionalities

2.4.1

Shall have the flexibility to define archive rules and
configure the archival software accordingly.


Choose an item.

2.4.2

Should have a GUI
user
-
friendly management and
configuration utility to define rules and configure the email
archival software
.


Choose an item.

2.4.3

Shall be able to centrally configure or define rules on all
installations of the product.


Choose an item.

2.4
.4

Shall have the ability to archive email at Individual User mail
box level.


Choose an item.


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#2

DETAILED FUNCTIONAL SPECIFICATIONS

The software requirements and the objectives have been listed
below and shall include without limitation the following features
and

guarantee the achievement of the following purposes.

Rank

Response/

Respondent


2.4
.5

Shall archive email at complete Information Store level.


Choose an item.

2.4
.6

Shall be able to configure to archive only attachments.


Choose an item.

2.4
.7

Shall configure to archive complete mail item including text,
header and attachment.


Choose an item.

2.4
.8

Shall auto
-
archive the mailbox/information store when based on
scheduled tasks and or performance and or capacity thresholds
are met
.


Choose an item.

2.4
.9

Shall allow users to initiate an archive job when mailbox reaches
quota limits.


Choose an item.

2.4.10

Should have the flexibility to set different rules for different user.


Choose an item.

2.4.11

Should have the
flexibility to set different rules for different user
groups.


Choose an item.

2.4.1
2

Should be able to set different rules for different servers.


Choose an item.

2.4.1
3

Should be flexible to set different rules for different sites
.


Choose an item.

2.4.1
4

Shall be able to set rules based on size of email/attachments.


Choose an item.

2.4.1
5

Shall be flexible to set rules based on modified date of email
.


Choose an item.

2.4.1
6

Should be able to or flexible to set rules based on attachment
file types.


Choose an item.

2.4.1
7

Shall provide easy identification to the user/administrator to
distinguish between an archived and an un
-
archived email, so
as to avoid confusion.


Choose an item.

2.4.1
8

Requires minimal training to the end users
and administrators.


Choose an item.

2.4.1
9

Ability to archive all kinds of attachments and mail items,
including calendar, task, notes, Outlook forms.


Choose an item.

2.4.
20

Does not disturb the functionality of Outlook forms, when
archived?


Choose an item.

2.4.2
1

Provides full text search functionality to locate archived items.


Choose an item.

2.4.2
2

Ability to archive entire or some public folders.


Choose an item.


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#2

DETAILED FUNCTIONAL SPECIFICATIONS

The software requirements and the objectives have been listed
below and shall include without limitation the following features
and

guarantee the achievement of the following purposes.

Rank

Response/

Respondent


2.4.2
3

Shall have the flexibility to exclude certain mailboxes from

being archived.


Choose an item.

2.4.24

Shall allow normal mail operations, like Reply, Forward, etc. on
archived items and other basic Outlook functions.


Choose an item.

2.4.25

Shall start re
-
archiving only from the point it had completed in the
previous cycle rather than starting the process of archiving every
cycle on the whole mailbox.


Choose an item.

2.4.26

Should be able to archive and retrieve from 3rd tier storage to
include Tape Library.


Choose an item.

2.4.27

Archival software
should indicate in the email client (MS Outlook
2007 and upward versions) which emails have been archived or
not.


Choose an item.

2.4.28

Shall provide the laptop or roaming users with the ability of a local
Archived storage for ready reference without
connecting to the
corporate network and resynchronize when connected
.


Choose an item.

2.4.29

The archival software shall integrate with SSL security certificate
server sessions and with Ace Servers (Token FOBs).


Choose an item.

2.4.30

Ability of
the software to support reverse proxy configurations.


Choose an item.

2.4.3
1

Shall support seamless migrations from one MS Exchange
version to a later version as and when required.


Choose an item.

2.4.3
2

The archiving solution shall provide support

for file archiving from
Windows file servers, to meet potential future needs.


Choose an item.

2.4.3
3

The archiving solution shall provide support for archiving from MS
SharePoint, to meet potential future needs.


Choose an item.

2.4.3
4

The archivin
g solution shall provide support for archiving of
Instant Messages from public and private Instant messaging
system, to meet potential future needs.


Choose an item.

2.4.3
5

The archiving solution shall provide support for archiving of MS
Exchange, file
servers, SharePoint and Instant Messaging from
the same archiving platform and GUI interface.


Choose an item.

2.4.3
6

The solution should integrate with Windows Desktop Search
(WDS) and native Windows 7 search for federated searching

(active and archived emails) on the clients.


Choose an item.

2.4.3
7

The solution should support archiving of attachments only and
also on age
-
based archiving of emails.


Choose an item.

2.4.3
8

The solution shall integrate with Microsoft
Exchange quotas to support archiving strategy
based on mailbox quotas.


Choose an item.

2.4.3
9

The archived email should be full text indexed, including
attributes, text within a mail and attachments to allow

rapid

Choose an item.


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#2

DETAILED FUNCTIONAL SPECIFICATIONS

The software requirements and the objectives have been listed
below and shall include without limitation the following features
and

guarantee the achievement of the following purposes.

Rank

Response/

Respondent


searches to take place.

2.4.40

The solution shall allow users direct access to their archive from
Outlook without IT staff intervention or separate log on or
passwords.


Choose an item.

2.4.4
1

The solution shall provide
optional feature to enable individual
users to manually archive selective e
-
mails using Outlook as and
when required.


Choose an item.

2.4.4
2

The client software shall allow end users full self
-
service
management of individual archived emails including

options of
self
-
archiving, searching and retrieval. Accessing and Using the
Search Console from Outlook Add
-
In.


Choose an item.

2.4.4
3

The archived items should optionally leave a native stub in the
Outlook folder which points at the item. It should
be possible for
the user to delete this without affecting the retention of the
archived content.


Choose an item.

2.4.4
4

Items within the archive store should be viewable via a Web
browser using Outlook Web Access on Exchange versions 2007
& 2010.


Choose an item.

2.4.4
5

Users should be able to optionally view their archived items in a
folder/directory view and “navigate” their archives in addition to
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Choose an item.

2.4.4
6

Mec
hanism
built into the application for the administrator or end
user to mass recall archived emails and or files from GUI or
Command line.


Choose an item.

2.4.4
7

Each of the core service operations of the system shall be able to
continue working without

operational dependency on other
components.


Choose an item.

2.5. PST Migration and Discovery

2.5.1

The solution shall automatically discover and migrate user PST
files to archives from local and network drives.


Choose an item.

2.5.
2

The PST
migration process shall not impact Exchange server
performance and should stream PST content directly to the
archiving system while leaving a native stub in the user mailbox.


Choose an item.

2.5.
3

The solution shall provide policies to limit native
stub creation in
the user mailbox for the migrated PST content.


Choose an item.

2.5.
4

The PST migration functionality shall offer both options of
retaining the folder structure of the original PST file, or merging
the contents of the PST into their
original folder location.


Choose an item.

2.5.
5

The solution should support merging of migrated PST content
native stub) and folder structure with the root of the user mailbox.


Choose an item.


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#2

DETAILED FUNCTIONAL SPECIFICATIONS

The software requirements and the objectives have been listed
below and shall include without limitation the following features
and

guarantee the achievement of the following purposes.

Rank

Response/

Respondent


2.5.
6

The solution should provide options to disable an
d restrict users
to create PST files.


Choose an item.

2.5.
7

The solution shall have a method of supporting reporting on PST
file data prior/during/after migration i.e. location, size, quantity,
etc.


Choose an item.

2.6. Compliance and Retention

2.6
.
1

The solution should allow creation of multiple retention policies for
different categories of information i.e. keep for 7 years, keep for
10 years.


Choose an item.

2.6.
2

The solution shall be capable of applying retention and disposal
schedules,
including to individual mail items if required.


Choose an item.

2.6.
3

The solution should support the journaling functionality of MS
Exchange via a managed process.


Choose an item.

2.6.
4

The solution should support archiving from Exchange journal
m
ailbox(s) such that it should clear out the journal mailbox quickly
and at regular intervals to ensure mail is not tampered when
“held” in the journal mailbox.


Choose an item.

2.6.5

The proposed solution shall delete archived content once it has
passed

its retention period. It must fully delete all indexes,
content and references (shortcuts, signposts etc) to archived
items.


Choose an item.

2.6.6

The solution shall include audit tracking and reporting facility to
ensure system integrity.


Choose an
item.

2.7. Search & eDiscovery

2.7.1

The solution should support the option of an advanced client
interface/web enabling advanced searching for archived emails
and files for administrators and other staff such as HR or Security
Compliance etc. This
search facility must be isolated from any
system administrative function.


Choose an item.

2.7
.2

Provision of functionality to support and enhance the
investigation/legal discovery process by including the ability to
have a built in workflow component
that enables searches to take
place in a controlled environment to help build a case file of
information.


Choose an item.

2.7
.3

Shall be able to search concurrently all users’ archives including
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Choose an item.

2.7
.4

The proposed solution for eDiscovery shall be a native core
function.


Choose an item.


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#2

DETAILED FUNCTIONAL SPECIFICATIONS

The software requirements and the objectives have been listed
below and shall include without limitation the following features
and

guarantee the achievement of the following purposes.

Rank

Response/

Respondent


2.7
.5

The eDiscovery solution shall be able to search inside of the
contents of e
-
mail attachments.


Choose an item.

2.7
.6

The solution should provide an option to present the discovery
search results as a data block that can be exported to various
formats i.e. delivered to a mailbox, PST, print etc.


Choose an item.

2.7
.7

Shall have a facility for reviewing the search
results, and the
reviewer classifying them with a customizable classification tag to
each item.


Choose an item.

2.7.8

The solution shall have the ability for reviewers to add comments
to each item e.g. justification for a particular classification.


Choose an item.

2.7.9

Shall provide ability to distribute large search results into teams
for individual review and then to pass the results to senior
investigators for further review.


Choose an item.

2.7.10

The eDiscovery

solution shall utilize the indexes of the archiving
system and must not require a separate index to be created.


Choose an item.

2.7.11

Provision of functionality to support multiple litigation holds on
data.


Choose an item.

2.8. Data Security

2.8.1

Stores data in dependable storage with faster response times and
availability.


Choose an item.

2.8.
2

Stores archived files in encrypted point to point format.


Choose an item.

2.8.
3

Ability to retain original mailbox/mail item/attachment
security
permissions in the archived item.


Choose an item.

2.8.
4

The solution shall provide support for Rights Management
solutions (e.g. Microsoft RMS) such that the protected emails are
properly captured, indexed and archived.


Choose an item.

2.8.
5

The solution shall support full
-
text indexing of encrypted and
rights protected data (email, attachments and files) for
compliance and discovery.


Choose an item.

2.8.
6

Should provide a list of encryption and rights management
technologies that th
e solution supports/integrates to full
-
text index
data for compliance and discovery.


Choose an item.

2.8.
7

Ability of the solution to seamlessly work with the current Data
Loss Protection software currently deployed.


Choose an item.

2.8.
8

The
solution should have the functionality to configure rules /rule
sets depending on global security standards (e.g. PCI
-
DSS data
encryption / retention and safe storage).


Choose an item.


INTENTIONALLY LEFT BLANK




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#2

DETAILED FUNCTIONAL SPECIFICATIONS

The software requirements and the objectives have been listed
below and shall include without limitation the following features
and

guarantee the achievement of the following purposes.

Rank

Response/

Respondent


2.9. Storage

2.9.1

Shall be able to
archive emails/files to SAN/NAS(cifs) or WORM
-
based storage.


Choose an item.

2.9
.
2

Ability to archive emails/files to shared storage location.


Choose an item.

2.9
.
3

Ability to delete archived files.


Choose an item.

2.9
.
4

Functionality to
simplify housekeeping on archived files.


Choose an item.

2.9
.
5

Ability to archive emails/files

onto less expensive SATA disk
d
rives.


Choose an item.

2.9
.
6

Ability to archive emails/files on to Tape Library systems.


Choose an item.

2.9
.
7

Ability

to retrieve emails/files from less expensive online SATA
disk Drives within no time (i.e. < 5 seconds).


Choose an item.

2.9
.
8

Ability to retrieve emails/files from Tape Library systems online
within a quick time period (i.e. < 5 minutes).


Choose an
item.

2.9.9

The proposed archiving solution should support single instancing
of information between emails, file, SharePoint without reliance
on any particular platform/har
dware, i.e. SIS (Single Instance
S
torage).


Choose an item.

2.9.10

Does the
archive repository provide a compression rate of greater
than 2:1 when storing archived emails/files.


Choose an item.

2.9.11

Ability to integrate with our current backup systems like Symantec
Netbackup/EMC Networker.


Choose an item.

2.9.12

The
proposed solution must provide support creating a three tier
HSM model [Tier 1 (production) to Tier 2 (SATA/FATA/SAS) to
Tier 3 (QA's backup solution)] for optimization of associated cost
with information life cycle management.


Choose an item.

2.9.13

T
he proposed solution must be open system and support
standard NAS, DAS, SAN and WORM storage platforms.


Choose an item.

2.10.
Virtualization B
ackup

2.10.1

The proposed solution must have integration with VMware
vSphere

4.x, 5.x and Microsoft Hyper
-
V environments.


Choose an item.

2.10.
2

The proposed solution must utilize Fiber Channel or 10GB
Ethernet technologies and work within Nexus and MDS Cisco
Switches/Brocade Switches.


Choose an item.


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#2

DETAILED FUNCTIONAL SPECIFICATIONS

The software requirements and the objectives have been listed
below and shall include without limitation the following features
and

guarantee the achievement of the following purposes.

Rank

Response/

Respondent


2.10.
3

The proposed
solution must have block
-
level backup and restore
of virtual servers across all environments (Not just Change Block
Tracking enabled environments).


Choose an item.

2.10.
4

The proposed solution must have the ability to compress backup
files.


Choose an
item.

2.10.
5

The proposed solution must utilize deduplication technology.


Choose an item.

2.10.
6

The proposed solution must be able to verify that the backup was
successful and report any failures.


Choose an item.

2.10.
7

The proposed solution mu
st utilize API calls through VMware
vCenter to create snapshots, not by mounting the VMFS LUNs
directly to backup server or appliance
.


Choose an item.

2.10.
8

The proposed solution must be able to provide a
development/sandbox environment with the
following features:



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handle time limits to expire older environments
(allowing automated cleanup)


Choose an item.

2.10.
9

The proposed solution must have the ability to leverage operating
system and VMware APIs to quiescent I/O on VM during backup
.


Choose an item.

2.10.
10

The proposed solution must have

full reporting and alerting
capabilities to show the status of the system.


Choose an item.

2.10.1
1

The proposed solution must
be able to archive based on the ILM
policy.


Choose an item.

2.10.1
2

The proposed
solution must have the ability to integrate the
content index and search.


Choose an item.

2.10.1
3

The
proposed solution must provide for self
-
service restores of
backups.


Choose an item.

2.10.1
4

The proposed solution must provide the ability for ro
le based
security and access control to limit management access to role
-
based.


Choose an item.

2.10.1
5

The proposed solution must have

a configurable audit trail history
of all user interactions.


Choose an item.

2.10.1
6

The proposed solution must
have the ability to backup large
amounts of virtual machines (environments larger than 500 virtual
servers).


Choose an item.


P a g e

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12


#2

DETAILED FUNCTIONAL SPECIFICATIONS

The software requirements and the objectives have been listed
below and shall include without limitation the following features
and

guarantee the achievement of the following purposes.

Rank

Response/

Respondent


2.10.1
7

The proposed solution must be able to verify a viable backup that
is recoverable.


Choose an item.


If vendor
selects “Comply with Modifications,” vendor must provide specific information
to show and explain how that requirement would be accomplished differently

and how it
would be supported.