DynTek_eBook_06142016

DRIVE IT SECURITY,
EFFICIENCY, AND
COST SAVINGS
Five use cases on how cloud technology can
solve common IT challenges for state and
local government
For additional state and local government resources, go to www.dyntek.com/government-cloud
Copyright 2016 DynTek. All rights reserved.
D Y N A M I C T E C H N O L O G Y S O L U T I O N S

2/8
2/6
Tap Azure Site Recovery for lower disaster recovery
costs and increased scalability 3
Simplify Freedom of Information requests with O365’s
advanced eDiscovery features 4
How Azure Media Services drives cost-effective video storage 5
A school district trades its phones for Office 365 6
Streamline identity and rights management with
Microsoft Enterprise Mobility Suite 7
About DynTek 8
TABLE OF CONTENTS

3/8
TAP AZURE SITE RECOVERY FOR LOWER DISASTER
RECOVERY COSTS AND INCREASED SCALABILITY
An expansive state agency built a world-class data
center to consolidate data and serve an entire
state — investing hundreds of millions of dollars
in servers, software, power, cooling, and related
hardware. But the agency, which oversees IT
infrastructure and services for an entire state, knew
it had to spend millions more to make it work.
The agency needed to turn its small disaster
recovery center, located remotely, into a larger
equally state-of-the-art facility to handle the more
sophisticated emergency needs of the new primary
data center. But how was this going to happen? The
state’s taxpayers were unlikely to agree to increased
taxes to pay for a new backup facility.
Thanks to cloud services from Microsoft Azure, the
state IT agency found a way to spend considerably
less on a new disaster recovery center — as well as
achieve a higher ROI. Using Azure Site Recovery for
backup and disaster recovery gave the agency much
of the compute and storage space it needed. They
saved millions on new servers, hardware, equipment
and maintenance, plus saved money on physical
space. Furthermore, the agency only pays for data
access and storage in the cloud, not for moving it
there.
Businesses of all sizes must deal with a similar issue
when upgrading their data centers. Disaster recovery
sites are inadequate unless they are nearly the same
level of technology as the new data center. Cloud
services such as Azure Site Recovery are a solution to
this challenge.

4/8
SIMPLIFY FREEDOM OF INFORMATION REQUESTS
WITH O365’S ADVANCED eDISCOVERY FEATURES
A state’s attorney general’s (AG) office was reputed
to be the largest known consumer of eDiscovery
services. But it didn’t solve all the problems of
managing and sourcing the vast amounts of
data flowing into the office from outside police
departments and other law-enforcement agencies.
Office personnel were overwhelmed. Freedom of
Information Act (FOIA)/Freedom of Information Law
(FOIL) requests were the culprit. These requests
from media and the public had become daunting,
arduous tasks to respond to, requiring hundreds
of man-hours to source relevant email, files, and
documents, especially from outside agencies
involved in cases. Teams of people had to be
assigned to deal strictly with FOIA/FOIL requests.
This AG’s office lagged behind in fulfilling requests,
and were in serious need of a solution. Fortunately,
it found one in the eDiscovery technologies used
in Office 365. It became familiar with Office 365
from a state IT agency it worked closely with. The
eDiscovery responses from that agency were cleaner,
more robust, and easier to source and manage. The
difference was noticed immediately.
As a result, the AG’s office contacted DynTek and
is now in the process of migrating its environment
to Office 365. With Office 365’s new Advanced
eDiscovery features, such as predictive coding and
advanced text analytics, it enables the AG’s office to
de-duplicate data and reduce document volumes
to more precise and more manageable levels.
Fulfillment of FOIA requests has already become less
time consuming, less manual, and less painful.

5/8
HOW AZURE MEDIA SERVICES DRIVES
COST-EFFECTIVE VIDEO STORAGE
The requirement to store enormous amounts of
surveillance video footage for possible use in investigations
and litigation is one of the biggest burdens on government
agencies today. However, with cloud services, meeting this
requirement is very cost effective.
Microsoft Azure services are helping agencies overcome
serious challenges in meeting legal requirements for video
storage and access.
Tape storage and duct-taped system
A county was overwhelmed in trying to store the video
footage it regularly gathered from jails, mental health
clinics, and other institutions. Then technological
advancements compelled it to add even more: video court
arraignments, jail visitations, supervised visits between
children and adults, and more.
The county primarily used tape storage, hard-disk drives,
and optical drives for storing the footage, much of which
would sit offline and unwatched for up to 10 years. When
they needed to access certain videos for evidence in legal
cases, the tape system and old software often proved
unreliable. Files, spreadsheets, and documents spread
over multiple sites and systems were used to index the
footage.
Through DynTek, this county learned it could migrate its
video storage to the Azure cloud for pennies on the dollar.
Today, the county no longer needs to haul volumes of
tape and HDD devices off-site for physical storage. Also,
by using Azure Media Services, the surveillance footage
is considerably easier to index and access — and more
reliable to view.
Longer storage cycle and more active use
This agency required longer-term storage and secure
access to video and audio footage of organized crime
and gang-related activity. It previously used a patchwork
system of tape, HDD and off-site storage for footage that
is frequently accessed for evidentiary purposes, but must
be kept in a protected environment with extremely limited
access.
This customer came to DynTek looking for Azure Media
Services indexing features, but it had concerns about cloud
security. Azure cloud services are now providing the agency
with a secure environment within the cloud, elasticity,
indexing, and cloud-to-cloud capabilities, as well as cost
effective cloud storage for several decades or longer.
With a hybrid storage system, the agency is able to initially
store video footage on-premises until it has been reviewed
by investigators. Then it is indexed and migrated to the
cloud, where the storage is geo-redundant, meaning
multiple copies are available for secure viewing — in the
eastern and western United States — by law enforcement
agencies in those regions.

6/8
Many schools are finding out that their legacy
phone systems can be replaced by cloud-integrated
solutions such as Office 365. They can lower costs
and improve and expand their educational outreach
programs to students and adults.
A school district had already spent thousands of
dollars to get rid of its phone system, and was
planning to pay $260,000 for a new VoIP phone
system. After consulting with DynTek, the district
learned it could spend roughly half that for new
licenses, upgrades and implementation of Office
365.
The swap of phones for Office 365 offered the district
these new collaboration opportunities:
• A sick child, home for a day, can receive
classroom education and conferencing
capabilities by using Skype for Business
• Teachers can meet online during a
“snow day” to discuss make-up day plans
A SCHOOL DISTRICT TRADES
ITS PHONES FOR OFFICE 365
• Classes, talks, and activities can be recorded
— both video and audio — via Skype for
Business and uploaded to OneDrive, for
distance learning and continuing educational
opportunities for students and adults
• OneDrive provides significant storage for all
kinds of educational documents, videos, lesson
plans, and more, for easy access
• Office 365 also offers teachers the option of
displaying their work number when they are
making calls at night from home to parents and
students
• Last but not least, Office 365 includes the most
current versions of familiar Office apps such as
Word, Excel, PowerPoint, and OneNote
Is your school district ready to trade in its phone
system for a more cost-effective and collaborative
solution?

7/8
Public agencies continue to find it challenging to provide
mobility and mobile solutions to their employees and
customers, while at the same time protecting the privacy
and security of data, as required by law.
Mobility, identity, and rights management solutions in the
Microsoft Enterprise Mobility Suite (EMS) — with powerful
encryption, advanced threat protection, and other security
innovations — are helping public agencies and schools
alleviate many of these challenges.
Streamlined rights management and more
A healthcare agency that serves people with
developmental disabilities is, rightfully so, very protective
about who can access its digital data. It requires that any
email or digital information that leaves its network be
encrypted or rights managed.
But the agency has struggled with using third-party
security solutions, due to problems locating where security
keys were stored, understanding how to use it, and
integrating the solutions with the rest of its software.
When introduced to EMS, the agency found it easier to
navigate while also offering much more robust encryption
and data-loss prevention capabilities.
Right out of the box, the solution provided hundreds of
encryption options, including personally identifiable
information such as Social Security numbers. It also
STREAMLINING IDENTITY AND RIGHTS MANAGEMENT
WITH MICROSOFT ENTERPRISE MOBILITY SUITE
outlines what rights the user and even the document
recipient have for reading, forwarding, or printing
documents. The agency is finding EMS much more
powerful, flexible and suitable for its needs.
Secure containerization within mobile devices
Another healthcare agency has provided its employees
with agency-owned smartphones, but needs to be
confident that use of the devices will not lead to security
breaches.
It recently decided to deploy Office 365 for employees with
iPhones, and added EMS. As part of EMS, Microsoft Intune
was installed, providing a secure data container around
areas of sensitive data within the device. Those areas
include email, agency document storage areas and internal
SharePoint sites, and require multi-factor authentication
to access.
Outside of the containers are web-based email systems
such as Gmail, social media sites, and the external World
Wide Web. For example, if you’re on Snapchat, Instagram
or some other external site, you can’t communicate with
systems inside the container.
With Intune, public agencies, businesses and schools that
have BYOD policies are better protected, especially in
complying with laws such as HIPAA. What’s more, company
or agency-owned devices can easily be wiped clean when
devices are transferred to new owners.

DynTek Services, Inc., holds more than 40
federal, state and local government contracts,
and specializes in bringing efficient, scalable
technology solutions to the public and private
sectors.
We provide professional IT consulting services,
end-to-end IT solutions, managed IT services,
and IT product sales to a broad range of public
agencies and businesses.
Whether you’re looking for a cloud computing
solution or interested in modernizing your IT
environment to enable stronger data security,
DynTek has the expertise to deliver technology
solutions aligned to your key initiatives.
To learn more about DynTek’s capabilities and
services for state and local government, go to
www.dyntek.com/government-cloud.

DynTek_eBook_06142016

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