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Google True-up 2019

Google license true-up event: Agency response needed by April 1

VITA is launching our annual Google license true-up event. Please note:
  • Agencies may upgrade licenses at any time, but only have the opportunity to downgrade licenses during the annual true-up period.
  • Agency information technology resources (AITR) are requested to respond to VITA by April 1 with Google license and service changes for the upcoming fiscal year, effective July 1, 2019, and appearing in the August bill.
  • Agency non-response to the true-up will result in the current licenses and services being continued for another year.
Activities
  • AITRs will receive a spreadsheet during the last week of February through the first week of March to be pre-populated with Google licenses and services for each agency user based on the agency January data. 
  • AITRs will be requested to update the spreadsheet for any changes and return it to VITA by April 1. 
  • Instructions for spreadsheet completion and return will be provided.
  • AITRs are encouraged to review current agency messaging licenses (billing data), share the information in this communication and engage relevant agency decision makers before the spreadsheets are distributed.
Options

Google licensing offers four mailbox choices for the upcoming year.

Beginning in FY20, HB1700/SB1100 (the budget bill) funds agencies for basic (30GB) mailboxes plus Vault service, based on VITA's current utilization estimates.


Mailbox
 

FY 2019 

Cost Per User/ 

Per Month 

FY 2020* 

Cost Per User/ Per Month 

Basic 30 GB 

$6.72

$2.49

Basic 30 GB with Google Vault

$11.33

$4.76

“New” Business unlimited with Google Vault 

Not available  

$8.77

Enterprise unlimited with Google Vault**

$16.71

$24.78



* The above FY 2020 IT service rates reflect rates submitted in the governor’s budget, subject to approval by the General Assembly.

** Enterprise unlimited is the mailbox option offered in the current fiscal year, known as “unlimited.”

Please note: an enterprise unlimited license is required to journal to a third party. Your customer account manager (CAM) has the most up-to-date information for this service.

Messaging services

Agencies may elect to include the following messaging services for the upcoming year:
 

Service 

Description 

FY 2019 

Cost Per 

User/Per 

Month 

FY 2020 

Cost Per User/Per Month 

Google Vault 

Google Vault is a separate email archiving repository where emails are not deleted until the retention policy is met. 

$4.61 

$2.27 

Virtru combined email and Google Drive encryption 

Virtru combined email and Google Drive encryption allows for integrated protection and encryption of emails and Google Drive files directly from G Suite. The controls are embedded directly into your G Suite interface for ease of use. Agencies with CJIS compliance should consider Virtru for encryption purposes

$14.23 

$4.61  

ESNA fax to email 

ESNA fax to email transforms inbound and outbound email into fax messages.  

$8.18 

$20.89 

ESNA voicemail to email 

ESNA voicemail to email permits telco-based voicemails to be sent to your email mailbox in .wav file format. 

$8.18 

$20.89 


Archiving

VITA recommends the use of an email archiving service to promote compliance with records retention policies and the Virginia Public Records Act (VPRA). Unlike the previous Microsoft Exchange-based system, VITA does not have the ability to restore data to users’ mailboxes in Gmail. Agencies that elect not to use an email archiving service such as Google Vault may not be in compliance with the VPRA. Specific questions regarding an agency’s obligations under the VPRA should be directed to agency compliance staff or the Office of the Attorney General.

Agencies using HMA should evaluate the use of HMA as an archiving method due to the cost of the service and the requirement for an enterprise unlimited mailbox. Agencies may wish to switch to Vault for archiving and keep the HMA service only for selected administrators to access historical data for all users.