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E-Mail, SharePoint and
File Archive in the Cloud
GCloud 4
Version: 1, Issue Date: 19 September 2013
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© Capita Secure Information Solutions Ltd 2016.
Other than for the sole purpose of evaluating this Service Description, no part of this material may be reproduced or transmitted in any
form, or by any means, electronic, mechanical, photocopied, recorded or otherwise or stored in any retrieval system of any nature
without the written permission of Capita Secure Information Solutions Ltd.
Capita Secure Information Solutions Ltd, Methuen Park, Bath Road, Chippenham, Wilts SN14 0TW
Telephone: 08456 041999, Fax: 08456 042999
Registered Office: 17 Rochester Row, London, SW1P 1QT. Registered in England No. 1593831 Vat Reg No. GB 618 1841 40
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Product Overview
Email, SharePoint and File Archiving as a Service provides licenses and infrastructure which helps
organisations build an EMC based solution to reduce the overall operational cost of email systems,
file shares and Microsoft SharePoint whilst also enforcing email and file record keeping due to
corporate or regulatory policies. It also improves user productivity by allowing organisations to
eliminate mailbox quotas whilst still preserving a seamless user experience for both office and
mobile users.
The Capita Email, SharePoint and File Archive as a Service enables customers to reduce the cost
of deploying and managing enterprise archives, delivering improved availability, productivity and
reduced total cost of ownership, while allowing secure access to the archive through a range of
popular applications and mobile devices.
Overview of the solution available:
Application
layer
Compute
resources
Solution Stack
What’s included
End user licenses
Included
Support of end application
Not included
This can be performed by the
customer or a Documentum
Partner
Development of end application
Not included
This can be performed by the
customer or a Documentum
Partner
On-going management & support
Includes general management, building,
configuring, patching, updating,
troubleshooting etc.
Not included
This can be performed by the
customer or a Documentum
Partner
Initial deployment of Documentum platform
(OS, Database, core Documentum
services)
Not included
This can be performed by the
customer or a Documentum
Partner
Underlying IaaS
Included
Must meet minimum volume
requirements
Client Options
Product Features
There are three separate services which can be built using Capita provided licenses and
infrastructure; Email Archiving as a Service, File Archiving as a Service and SharePoint
Management as a Service. Common and service specific features are listed below:
General Solution features:
 Secure, central repository for all archived content.
 Seamless user access to archived content via traditional client access methods: Microsoft
Outlook or Lotus Notes desktop and mobile clients, the web, mobile devices, Microsoft
Windows Explorer, Microsoft SharePoint Portal.
 Flexible data retention policies for adherence to corporate or industry regulations whilst also
recognising data privacy regulations.
 Wizard driven archive job creation for focused and targeted archival of content and for
proper retention classification.
 Reduce primary storage footprint by up to 50% or more whilst improving overall employee
productivity**.
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 Reduce Backup windows from 10-12 hours to several hours (2-3)**.
 Cut eDiscovery time from several days to minutes or hours**.
Email Archiving as a Service:
 Automatically capture and archive all email sent and received internally and externally.
 Adhere to internal and/or external regulations by automatic capture and archival of email in
flight – with no impact to messaging servers.
 Reduce end-user management time while improving overall employee productivity by
eliminating mailbox quotas.
 Reduce overall email storage requirements by up to 60%** without impacting end-user
experience.
 Eliminate old email from mailboxes whilst still making it securely available to end-user.
 Locate, archive and eliminate PST files within the organisation whilst maintaining the user
experience of having local archives.
File Archiving as a Service:
 Remove stale files from files shares whilst still adhering to retention policies whilst still
making content securely available to users.
 Reduce storage requirements for files by up to 60%**.
SharePoint Archive as a Service:
 Remove inactive content from Microsoft SharePoint, reducing Microsoft SQL and SharePoint
resource requirements.
 Ability to search the archive for all content type from single web-based interface.
 Improve efficiency of Microsoft SharePoint farms and Microsoft SQL servers by efficiently
storing active content outside of SQL.
** Based on existing experience and not a service commitment.
Example Use Cases
General Solution Use Cases:
 Capacity Management - Address capacity management issues and optimise existing
investments in on-premise infrastructure by utilising a storage-as-a-service model to tier
aged but business-critical information to Capita’s cloud.
Email Archiving as a Service Use Cases:
 Lift restrictive mailbox quotas – Organisations wanting to reduce administrator and enduser management of mailboxes. Eliminate the need for restrictive mailbox quotas, removing
the root cause of PST / NSF creation and also relieve the need for end users to manage
their mailbox size.
 Eliminate PST file creation* – Organisations wanting to eliminate have PST proliferation in
their environment yet not change the user experience of having PST files.
 Expedite Exchange Migrations – Organisations that want to expedite migration from
Microsoft Exchange 2003 to Exchange 2010 by reducing the amount of data that gets
migrated. Archiving and shortcutting, dramatically reduces the amount of Microsoft
Exchange data that gets migrated.
File Archiving as a Service:
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 Gain control of unstructured content - Reduce operational costs, including storage and
data protection costs, as well as power cooling, consistently enforce retention and
disposition policies and Improve file system performance and reduce storage cost by
Archiving Files that haven’t been accessed for a while.
SharePoint Archive as a Service:
 SharePoint Optimisation - Manage the proliferation of inactive or orphaned SharePoint
sites and Improve SharePoint performance & scalability by reducing production database
size associated with the proliferation of content.
Technical Features
Capita provided licenses and infrastructure can enable customers & partners to build archiving
solutions which could include the following common and service specific technical highlights:
General Solution features:
 Consolidated archive for all content types.
 Efficient, secure, containerised or single object storage of content.
 Support for multiple retention periods.
 Flexible disposition options: automatic or manual.
 Compression of archived content up to 50%.
 Comprehensive reporting and monitoring.
 Flexible indexing options.
 Attach custom metadata to archived objects at time of archiving*.
Email Archiving as a Service
 Support for Microsoft Exchange, Lotus Notes, and SMTP email.
 Archive calendar items, tasks and other mailbox content types.
 Support for multiple retention periods.
 Real-time, historic, user directed, and Microsoft Exchange Public Folder and PST/NSF
archiving support.
 Address rule support leveraging LDAP queries or AD for proper retention classification.
 Single instance of email archival across organisation using SHA-1 160 bit encryption.
 Seamless separation of attachments from email to store as own objects in order to leverage
de-duplication hardware.
 Seamless office and remote user access.
File Archiving as a service
 NTFS, CIFS, NFS & Microsoft DFS support.
 Permission mapping from file share to archive.
 Stub and HTML link support.
 Ability to index file share content without archiving; allowing user to easily search for content
across the file estate.
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 Integration with CTA – Cloud Tiering Appliance – allowing file share tiering without affecting
the links or stubs.
SharePoint Archive
 Support for Microsoft SharePoint 2007 and 2010.
 Archive and remove inactive sites from SharePoint farm.
 Ability to select SharePoint content based on custom attributes via CAML (Collaborative
Application Markup Language.)
 Proactive management of active SharePoint content and reduction of Microsoft SQL storage
in upwards of 80% through BLOB (content) externalisation – content is stored outside of
Microsoft SQL database but seamless to user.
o Support for EBS – Externalised Blob Storage and RBS – Remote Blob Storage.
o RBS support for externalisation to NAS device.
An overview of the G-Cloud Service (functional, non-functional)
End User Experience – Each service is generally transparent to the user as policies are set and
managed by the companies IT department. Once Archiving commences the end user will no longer
have to manage limits to stay within quota and will be freed of excessive end user management
time.
Once archiving commences and content is removed from their environment, users will be able to
search the archive via the web.
IT Admin Experience – The client organisation administrators will be responsible for administering
their own archiving environment. Some of these activities include:
 Setting up archiving folders.
 Applying permissions to folders.
 Setting up archiving, stubbing and deletion jobs.
Capita’s service has been designed specifically of for the UK public sector, and is available only to
the UK public sector. The service supports and complies with all relevant areas of the Government
ICT Strategy and Information Principles for the UK Public Sector. Capita’s datacentres are some of
the most energy efficient in the world and as such support the Greening Government ICT Strategy
in full.
Information assurance – Impact Level (IL) at which the G-Cloud Service is accredited to hold and
process information
Compute as a Service has achieved Pan Government Accreditation (PGA) for data at Impact Level
2 and Impact Level 3.
 Suitable for IL0, IL1, IL2 and IL3 data. In addition of PGA for IL2 and IL3, Capita also hold
independent ISO9000, ISO20000 and ISO27001 accreditations which underpin our business
operations and Cloud Platform.
 All datacentres are highly resilient Tier3, UK sovereign and separated by >50 miles for
geographical diversity.
 Capita staff are Security Cleared and based in the UK
Details of the level of backup/restore and disaster recovery that will be provided
Both Backup/Restore and Disaster Recovery are features provided by the underlying Compute as
a Service offering as set out in the respective Capita Service Description.
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Consumers of this service have the ability to choose whether Backups are included via the Service
Level that is selected. BASIC does not include backups (Consumers may manually backup data to
Storage as a Service) whereas both STANDARD and ENHANCED include varying levels of backup
protection.
Disaster Recovery is only provided natively at the ENHANCED service level. Consumers may
construct a manual Disaster Recovery solution by deploying STANDARD or BASIC service level
components into both data centres and configuring appropriate data replication.
On-boarding and Off-boarding processes/scope etc.
An organisation will need to engage a specialist Documentum partner (or qualified internal
resource) in definition of their requirements and the configuration / composition of the system, as
well as the more detailed activities for the system to integrate to the organisation’s existing
business processes.
Onboarding of the Capita provided Infrastructure-as-a-Service will be as per the relevant service
description.
Customers should consider on-boarding and off-boarding consultancy services through Lot 4
offerings provided by Capita partners.
Pricing (including unit prices, volume discounts (if any), data extraction etc.)
The below are three individual services and are priced individually at the following rates;
 Email archiving
 File archiving
 SharePoint archiving
To price this solution, the Consumer should follow these simple steps:
1. Determine the Documentum components and licenses required
2. Size the required solution to determine the required Infrastructure components
a. How many Virtual Machines of each type
b. How much Storage capacity
3. Determine price for deployment & management services not provided by Capita
Step 1: Documentum Licenses
The following license can be selected for the solution;
Software
Unit
Price
Email, SharePoint and File Archive Service – Documentum Components Only
£/Per mailbox per month
£0.42
 The above license provides a range of Documentum components that are required to
provide the end use of the service.
 All pricing is exclusive of VAT.
Step 2: Infrastructure Sizing
Based on the Application architecture, determine the amount of Compute and Storage services that
are required. It is likely that you will have requirements for Database servers, Content Servers,
Application Servers and so on. For each server, determine:
 Required Impact Level
 Required Service Level
 Required Virtual Machine size (amount of CPU and RAM)
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 Amount of storage capacity
Based on the answers above, use the following Capita Service descriptions for pricing:
 Compute as a Service (Production)
 Compute as a Service (Test & Dev)
 API accessible Cloud Storage
Step 3: OS & Documentum deployment and management
Capita do not provide services for the deployment or management of the application and so
customers will need to perform these activities themselves or select appropriate partners.
Product / Service Options
This service simply inherits the Service Options provided by the underlying IaaS services. Please
see the underpinning Capita service descriptions;
 Compute as a Service (Production)
 Compute as a Service (Test & Dev)
 Capita API accessible Cloud Storage offering
Service Management Details
As a Cloud Service Provider, Capita expect Consumers or a Partner to manage their solutions via
the secure online Capita portal (or API) which provides common Service Management functionality
and addresses standard requirements.
On rare occasions, Capita may decide to assign an experienced, qualified ITIL Service Delivery
Manager to some Consumers. In these cases, the SDM will provide additional assistance with
reporting, incident escalation and continual service improvement, at all times following Capita’s
ISO20000 certified ITIL-based process framework.
For Organisations that require more of a managed service, Capita work with a number of Partners
which have extensive capability to provide a Managed Service wrapper around the Capita
IaaS/SaaS. Capita will be pleased to make further introductions where appropriate.
Capita may use MDS Technologies as subcontractors. Other subcontracts can / may be used.
Service constraints (e.g. maintenance windows, level of customisation permitted, schedule for
deprecation of functionality/features etc.)
No service constraints exist, beyond the rich functionality that exists within the Email, SharePoint
and File Archive application by EMC. Capita will adhere to the following in terms of maintenance
windows;
“Planned Maintenance” means any pre-planned maintenance of any infrastructure relating to the
Services. Capita shall provide the Client with at least twenty four (24) hours’ advance notice of any
such planned maintenance:
 Planned maintenance of Capita’s infrastructure relating to the Services shall happen
between the hours of 00:00 and 06:00 (UK local time) Monday to Sunday and/or between
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the hours of 08:00 and 12:00 (UK local time) on a Saturday and/or Sunday. No planned
maintenance will take place on a Saturday unless agreed in advance by both parties;
 Planned Maintenance shall be excluded from any availability calculation in regard to service
credits but shall be included in the monthly service reporting;
“Emergency Maintenance” means any emergency maintenance of any of the infrastructure relating
to the Services. Whenever possible, Capita shall provide the Client with at least six (6) hours’
advance notice:
 Whenever possible Emergency Maintenance of Capita’s infrastructure will happen between
the hours of 00:00 and 06:00 (UK local time) Monday to Sunday and/or between the hours of
08:00 and 12:00 (UK local time)on Saturday and/or Sunday unless there is an identified and
demonstrable immediate risk to a Clients environment;
Emergency Maintenance shall be excluded from any availability calculation in regard to service
credits but shall be included in the monthly service reporting.
Service Levels (e.g. performance, availability, support hours, severity definitions etc.)
This service simply inherits the service levels of the underlying IaaS services. Please see the
following Capita Service Descriptions for more details:
 Compute as a Service (Production)
 Compute as a Service (Test & Dev)
 Capita API accessible Cloud Storage offering
Financial recompense model for not meeting service levels
If the service level falls below the stated availability percentage (excluding Planned and Emergency
maintenance periods), the Consumer will be eligible for service credits. Service credits will be
calculated as a percentage of the fees for the monthly billing period during which the failure
occurred (to be applied at the end of the billing cycle). Further details are provided in the following
Capita
Service Descriptions for more details:
 Compute as a Service (Production)
 Compute as a Service (Test & Dev)
 Capita API accessible Cloud Storage offering
Training
A range of user and administrators training options available for customisation, extension and
integration of the solution. All are chargeable except for e-Learning which users would require an
EMC Powerlink Account to access.
e-Learning - Self-paced training, generally one to three hours which can be accessed directly
over the Internet or downloaded to your PC for use at your convenience.
Instructor - Led Training (ILT) - Traditional classroom training, with hands-on labs or casestudies, delivered at one of our many training centres worldwide, by a highly qualified EMC
instructor.
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Video Instructor - Led Training (VILT) - Top-instructor-delivered, Instructor-Led Training
(ILT), packaged in a convenient CD-ROM/DVD-ROM format, with an intuitive navigation
menu. Lecture content, lab exercises, and student materials are identical to the ILT.
Online Instructor-Led Training (Online ILT) - A real time interactive training experience where
students participate online to access the instructor-led virtual classroom. Lecture, discussion,
questions and answers, and lab exercises make this a rich and flexible training experience.
Ordering and invoicing process
Billing for the service is monthly in arrears.
Payment can be via Purchase Order and Direct Debit. Capita are preparing to be able to accept
Debit/Credit Card payments (e.g. Government Procurement Card) – please enquire at time of order
to check whether this is available.
Service lead time
Setting up a new organisation will typically be completed within 48 hours from acceptance of order.
Shorter deployment times are typically achieved and can be prioritised upon request. Once set up
Organisations have instant access to additional compute and storage resources with no notice
period required as they manage this themselves.
Termination terms By consumers (i.e. consumption) By the Supplier (removal of the G-Cloud
Service)
Terms
At the point of termination, all consumer data, accounts and access will be permanently deleted,
and will not be able to be subsequently recovered or restored.
Costs
There are no termination costs for this Service. Consumers are responsible for extracting their own
data from the platform if required.
Capita may make an additional charge for transferring data out of the service.
Data restoration / service migration
Organisations have the ability to extract their information. A migration service is offered separately
and is recommended to maintain integrity of information under Retention.
Consumer responsibilities
Definition of and configuration / composition / development of Customer Once application based on
Documentum.
The control and management of access and responsibilities for end users including appropriate
connectivity, security and accreditation if required. Where access is required over GSI or PSN, the
consumer is responsible for adhering to the Code of Connection.
Management and administration of layers above the PaaS (e.g. Documentum applications,
development environments, etc).
As a core benefit of the Cloud Platform, consumers are expected to self-manage the environment
including provisioning mailboxes, user administration, AV, patching, etc.
Consumers must be aware of the variable nature of the billing based on usage.
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The consumer is also responsible for ensuring only appropriate data (e.g. IL0-IL2 or IL3) is stored
and processed by applications on this environment and that they comply with the Capita Security
Operating Procedures (SyOps) and other information assurance requirements as specified in
Capita System Interconnect and Security Policy (SISP) and associated accreditation
documentation sets.
Technical requirements (service dependencies and detailed technical interfaces, e.g. client side
requirements, bandwidth/latency requirements etc.)
Consumers will require appropriate network connectivity such as internet access (IL0-IL2) or
accredited connectivity such as a government secure network (IL3) to the Capita Cloud Platforms.
Connectivity via the internet, a government secure network (PSN, GSI) or private leased line is
available but may incur additional charges if the hosting of CPE routers is required - see the pricing
section for more details. Where required, Consumers are responsible for procuring and managing
appropriate devices or software to meet the requirement for data security over the various forms of
connectivity.
Consumers have a number of options to choose from with Capita to access their environment
dependant on their requirement. The below are guides to demonstrate what is possible but may
require further engagement to explain further:
IL0 – 2
 Standard Internet connectivity over common protocols (HTTP, HTTPS, SSH, etc)
o Non-standard ports considered via Service Request
 Secure commercial grade VPN
o Self-managed Site-to-Site IPSEC VPN to the Capita compute environment
o Self-managed SSL VPN to the Capita compute environment
 PSN - You will need to assign part of your PSN IP allocation to your services hosted by
Capita
 Leased Line (CAS(T) compliant) or non-CAS(T) using CPA/PEPAS overlay encryption
IL3
 Preferred connectivity is over a Government Secure Network such as GSI or PSN
 PSN/GSI - You will need to assign part of your PSN/GSI IP allocation to your services
hosted by Capita

PSN or CAS(T) Leased Line (IL3 over IL2)
o CPA/PEPAS approved solution providing overlay encryption (e.g. Cisco ISR/ASR)
 IL0 (e.g. Internet or non CAS(T) circuit) to IL3 VPN
o Site-to-Site VPN using CAPS approved solutions (e.g. Ultra AEP Xcryptor)
o CPA assured solution where Foundation Grade assurance is appropriate (e.g.
Cisco ISR/ASR)
 IL3 Leased Line (assured network connection)
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