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<p class="MsoNormal">See answers below in <span style="color:red">RED</span><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#1F497D">Randy Turner</span></b><span style="font-size:10.0pt;font-family:"Tahoma",sans-serif;color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#1F497D">Information Services Manager</span><span style="font-size:10.0pt;font-family:"Tahoma",sans-serif;color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#1F497D">Idaho Department of Correction</span><span style="font-size:10.0pt;font-family:"Tahoma",sans-serif;color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#1F497D">208-658-2082</span><span style="font-size:10.0pt;font-family:"Tahoma",sans-serif;color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#1F497D">email:
<a href="mailto:raturner@idoc.idaho.gov"><span style="color:blue">raturner@idoc.idaho.gov</span></a>
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Tahoma",sans-serif;color:#1F497D"><img border="0" width="181" height="99" style="width:1.8854in;height:1.0312in" id="Picture_x0020_1" src="cid:image001.png@01D33DAB.C2DAFDB0"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Tahoma",sans-serif;color:#1F497D"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Tahoma",sans-serif;color:#1F497D">The information contained in this e-mail message and any attachments may be privileged and confidential. If the reader of this message is not the intended recipient
or an agent responsible for delivering it to the intended recipient, you are hereby notified that any review, dissemination, distribution or copying of this communication is strictly prohibited. If you have received this communication in error, please notify
the sender immediately by replying to this e-mail and delete the message and any attachments from your computer.</span><span style="color:#1F497D"><o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><b>From:</b> Agencyitmanagers [mailto:agencyitmanagers-bounces@admws.idaho.gov]
<b>On Behalf Of </b>agencyitmanagers@admws.idaho.gov<br>
<b>Sent:</b> Wednesday, October 04, 2017 1:58 PM<br>
<b>To:</b> IT Managers (agencyitmanagers@admws.idaho.gov) <agencyitmanagers@admws.idaho.gov><br>
<b>Subject:</b> [Agencyitmanagers] IM/Texting Use<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">We (Water Resources) are in the process of implementing Jabber along with our Cisco VoIP solution.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">We’d like to get an idea of how many other agencies are using agency supported/provided IM/Texting of any kind and, if so, what type and any policies you may have in place.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Please take a few minutes to answer the following questions:<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo2">Has your department/agency implemented IM/texting? If so:<o:p></o:p>
<ol style="margin-top:0in" start="1" type="a">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo2">Jabber?<o:p></o:p></li></ol>
</li></ol>
<p class="MsoListParagraph" style="margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo2">
<![if !supportLists]><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>i.<span style="font:7.0pt "Times New Roman""> </span></span><![endif]>On-Premises?<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo2">
<![if !supportLists]><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>ii.<span style="font:7.0pt "Times New Roman""> </span></span><![endif]>Hosted by other state agency (OCIO)?<o:p></o:p></p>
<ol style="margin-top:0in" start="1" type="1">
<ol style="margin-top:0in" start="2" type="a">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo2">Microsoft?<o:p></o:p></li></ol>
</ol>
<p class="MsoListParagraph" style="margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo2">
<![if !supportLists]><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>i.<span style="font:7.0pt "Times New Roman""> </span></span><![endif]>On-Premises?<o:p></o:p></p>
<p class="MsoListParagraph" style="margin-left:1.5in;text-indent:-1.5in;mso-text-indent-alt:-9.0pt;mso-list:l0 level3 lfo2">
<![if !supportLists]><span style="mso-list:Ignore"><span style="font:7.0pt "Times New Roman"">
</span>ii.<span style="font:7.0pt "Times New Roman""> </span></span><![endif]>Office 365?
<span style="color:red">Currently implementing Office 365 Government E3</span><o:p></o:p></p>
<ol style="margin-top:0in" start="1" type="1">
<ol style="margin-top:0in" start="3" type="a">
<li class="MsoListParagraph" style="color:red;margin-left:0in;mso-list:l0 level2 lfo2">
<span style="color:windowtext">Other? </span>We have been using a freeware package called SPARK for the last several years<o:p></o:p></li></ol>
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo2">Does your agency have a policy on logging IM/texts?<o:p></o:p>
<ol style="margin-top:0in" start="1" type="a">
<li class="MsoListParagraph" style="color:red;margin-left:0in;mso-list:l0 level2 lfo2">
Yes, Not a written or formal policy. We do NOT log IM’s. If the end users chooses to keep them, they can.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo2">No<o:p></o:p></li></ol>
</li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo2">Are logs kept of IM/texts? If so, are they:<o:p></o:p>
<ol style="margin-top:0in" start="1" type="a">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo2">Stored and managed centrally on a server?<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo2">Stored centrally, individually for each user?<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo2">Stored on each user’s hard drive?
<span style="color:red">Yes, if they choose to enable that feature</span><o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo2">Other?<o:p></o:p></li></ol>
</li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo2">In the event of a lawsuit or public records request, do you have a tool to search and preserve any IM/texts meeting the specific search criteria?<o:p></o:p>
<ol style="margin-top:0in" start="1" type="a">
<li class="MsoListParagraph" style="color:red;margin-left:0in;mso-list:l0 level2 lfo2">
Yes, We just find the folder on the individuals account/hard drive and see if there is anything in it.<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo2">No<o:p></o:p></li></ol>
</li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo2">How long are logs of IM/texts retained?<o:p></o:p>
<ol style="margin-top:0in" start="1" type="a">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo2">Specific time determined by agency<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo2">Application default
<o:p></o:p></li><li class="MsoListParagraph" style="color:red;margin-left:0in;mso-list:l0 level2 lfo2">
Forever, until deleted by end-user<o:p></o:p></li></ol>
</li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo2">Is your agency federated with other state agencies or external entities?<o:p></o:p>
<ol style="margin-top:0in" start="1" type="a">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo2">Other State Agencies<o:p></o:p></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level2 lfo2">Other State Agencies and External Entities<o:p></o:p></li><li class="MsoListParagraph" style="color:red;margin-left:0in;mso-list:l0 level2 lfo2">
No<o:p></o:p></li></ol>
</li><li class="MsoListParagraph" style="color:red;margin-left:0in;mso-list:l0 level1 lfo2">
<span style="color:windowtext">If you have any policies regarding the use and management of IM/texting, can you please attach copies in your response?
</span>No formal or written policies.<o:p></o:p></li></ol>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you for your time. I appreciate it!<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Greg Mathias<o:p></o:p></p>
<p class="MsoNormal">IDWR<o:p></o:p></p>
<p class="MsoNormal">208-287-4888<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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