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Google True-Up 2020

Google license true-up event: Agency response needed by April 3 


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 3 with Google license and service changes for the upcoming fiscal year, effective July 1, 2020, 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 on March 2 from your business relationship manager (BRM) that is pre-populated with Google licenses and services for each agency user based on February data within Active Directory and G Suite.
  • AITRs will be requested to update the spreadsheet for any changes and return it to VITA by April 3.
  • 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 FY21, HB30 / SB30 (the budget bill) funds agencies for basic (30 gigabyte (GB)) mailboxes plus Vault service, based on VITA's current utilization estimates.


Mailbox
 

FY20
Cost Per User/
Per Month

FY21*
Cost Per User/
Per Month

 Basic 30 GB 


$2.49


$4.47

 Basic 30 GB with Google Vault


$4.76


$8.59

 Business unlimited, includes Google Vault 


$8.77


$12.14

 Enterprise unlimited, includes Google Vault


$24.78


$26.14



* The above FY21 IT service rates reflect rates submitted in the governor’s budget, subject to approval by the General Assembly.

See a comparison of the features for each license on the “G Suite Plans Comparison” page (or view the .pdf - coming soon)


Messaging services

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



Service
 



Description
 


FY20
 

Cost Per 

User/Per 

Month 



FY21
 

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. 


$2.27


$4.12

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

 
$4.61


$3.41

ESNA fax to
email
 

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


$20.89


$25.05

ESNA voicemail to email 

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


$20.89


$25.05


Specific information about each mailbox and service can be found in the service catalog on the VITA service portal.


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.

HMA (Veritas) services will be discontinued March 31, 2020, and all associated data will be destroyed after this date.