In accordance with the Texas Public Information Act, the City of Plano uses several solutions to capture and make public information available. September 2019, Texas Senate Bill 944 went into effect and requires that public data contained on personal electronic devices be made available and retained in accordance with described retention schedules.
Currently, the City lacks a solution to collect and make available the public data stored on personal electronic devices. This mobile archiving solution will not only fill this capability gap, but will also integrate with our existing email archival solution. This provides a single management point for electronic communications to comply with open records requests.
Technology Services recommends the purchase of Proof Point’s mobile archiving solution, Telemessage from Solid Border, Inc. via contract DIR-TSO-3926 in the amount of $115,612. If this purchase is not approved, public data is at an increased risk of premature accidental deletion, as well as an increased level of responsibility for employees to consistently make available public data to the City in accordance with Texas Public Information Act and more specifically SB944.
The City is authorized to purchase from the State Contract list pursuant to Chapter 271 Subchapter D of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (DIR Contract No. DIR-TSO-3926 / City of Plano Internal Contract No. 2021-0269-O)