Emails containing important documents or communications being bounced back to the sender, or disappearing all together, as well as no administrative control over email accounts, were just a few of the issues Staci Young, assistant to the major, presented to the Warsaw Board of Public Works and Safety Friday morning.

Those issues prompted a search for a solution. That solution was to migrate the city’s email system to Google Apps for Government. But it is not without a price tag. The switch will cost approximately $6,000 annually, or $50 per each account. The city has 120 accounts.

The city’s email domain will not change.

Currently the city is paying $200 to Network Solutions for email accounts. These accounts have 1 GB of total storage space with essentially no administrative control over the accounts. Young noted it is similar to individual, free personal email accounts.

Young met with department heads to discuss technology-related needs to operate effectively and efficiently. She reported nearly every department stated the current system is a problem with operational disruptions. It was pointed out individuals run out of storage space, emails stop sending or receiving outside of the city’s control and entire accounts worth of emails have disappeared with no opportunity for recovery.

It was noted the current system lacks email retention tools, important in complying with Indiana Code Requirements for public record retention. Additionally off-site file storage and cloud sharing would allow better operations, a service not currently available. Officials off-site could still obtain information. The current service was intended to be a temporary email solution to having warsaw.in.gov as a domain.

Young stated that with Google Apps for Government, there would be cloud file storage, sharing and off-site accessibility. Existing paid accounts can also be transferred to a new employee when turnover occurs and the service can be canceled at any time.

Mayor Joe Thallemer noted it is critical to have an off-site back up. He explained while he mostly does word type correspondence, other departments send spread sheets and graphics. “That stuff needs to be saved,” stated Thallemer. He also noted during attempts to speak with railroad officials over issues, he learned email to his office was “bouncing back” to the sender. “I have a real issue with that.”

It was also requested, and granted, that a contract be signed with BIT Computers, Inc., North Manchester, for email conversion assistance. The cost is $85 per hour.

Young stated some of the work can be handled by the Mayor’s office, but assistance is needed in visiting each department to transition each person’s computer including archived emails and contacts, to the new system. Assistance will also be required to reassign the city’s IP address with the state’s IT department.