The Florida Senate

282.34  Statewide e-mail system.--A state e-mail system that includes the service delivery and support for a statewide e-mail, messaging, and calendaring service is established as an enterprise information technology service as defined in s. 282.0041 The service shall be designed to meet the needs of all executive branch agencies and reduce the current cost of operation and support.

(1)  The Southwood Shared Resource Center, a primary data center, shall be the provider of the statewide e-mail system. The center shall centrally host, manage, and operate the e-mail system.

(2)  By December 31, 2009, the Agency for Enterprise Information Technology shall submit a proposed plan for the establishment of the e-mail system to the Governor, the President of the Senate, and the Speaker of the House of Representatives. The plan shall be developed to reduce costs to the state and include, at a minimum:

(a)  An analysis of the in-house and external sourcing options that should be considered for delivery and support of the service. The analysis shall include an internally hosted system option, an externally sourced system option, and, if necessary, a combined in-house and externally sourced option.

(b)  A cost-benefit analysis that estimates all major cost elements associated with each sourcing option, including the nonrecurring and recurring costs of each option. The analysis must also include a comparison of the total cost of each enterprise e-mail sourcing option and the total cost of existing e-mail services in order to determine the level of savings that can be expected.

(c)  Estimated expenditures for each state agency associated with e-mail costs for the 2009-2010 fiscal year.

(d)  The plan must identify any existing e-mail infrastructure that should be considered for reuse.

(e)  A concise analysis of the ability of each sourcing option to meet major system requirements, including federal and state requirements for confidentiality, privacy, security, and records retention.

(f)  A complete description of the scope of functionality, operations, and required resources associated with each sourcing option.

(g)  Recommendations for standardizing the format of state e-mail addresses.

(h)  A reliable schedule for the decommissioning of all state agency e-mail systems and the migration of all agencies to the new system beginning by July 1, 2010, and completing by June 30, 2013.

(3)  In order to develop the recommended plan for the new system, the Agency for Enterprise Information Technology shall consult with and, as necessary, form workgroups consisting of agency e-mail management staff, agency chief information officers, and agency budget directors. State agencies must cooperate with the Agency for Enterprise Technology in its development of the plan.

(4)  Unless authorized by the Legislature or as provided in subsection (5), a state agency shall not:

(a)  Initiate a new e-mail service with any entity other than the provider of the statewide e-mail system service;

(b)  Terminate a statewide e-mail system service without giving written notice of termination 180 days in advance; or

(c)  Transfer e-mail system services from the provider of the statewide e-mail system service.

(5)  Exceptions to paragraphs (4)(a), (b), and (c) may be granted by the Agency for Enterprise Information Technology only if the Southwood Shared Resource Center is unable to meet agency e-mail service requirements. Requests for exceptions must be submitted in writing to the Agency for Enterprise Information Technology and include confirmation by the Southwood Shared Resource Center board of trustees that it cannot meet the requesting agency's e-mail service requirements.

History.--s. 14, ch. 2009-80.