HomeMy WebLinkAboutCRPS-06-031 - City of Cambridge Data Back-up Servers in Kitchener's Main Computer Room - Agreementl
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Corporate Services
REPORT
Report To: Mayor C. Zehr and Members of Council
Date of Meeting: March 20, 2006
Submitted By: G. Sosnoski, General Manager of Corporate Services
Prepared By: Mike Grummett, Director of Information Technology
Ward(s) Involved: N/A
Date of Report: February 15, 2006
Report No.: CRPS-06-031
Subject: City of Cambridge data backup servers located in the City of
Kitchener's main computer room.
RECOMMENDATION:
That the Mayor and Clerk be authorized to execute an Agreement between the City of
Cambridge and the City of Kitchener, satisfactory to the City Solicitor, permitting Cambridge to
install and operate data backup servers in Kitchener's main computer room at City Hall, as
outlined in the draft agreement attached to Corporate Services Department report CRPS-06-
031.
EXECUTIVE SUMMARY:
The City of Kitchener has been approached by the City of Cambridge to utilize space in our
main computer room to install backup servers to store electronic data off-site as part of their
disaster recoverylbusiness continuity plan. Kitchener currently uses the computer room located
at Fire Headquarters to store Kitchener's corporate data backups off-site as part of our plan.
BACKGROUND:
The Director's of Information Technology from both municipalities met in December 2005 to
discuss the possibility, take a look at the requirements and review the space availability in
Kitchener's main computer room. After working out logistics to accommodate the request, the
Director's consulted with Senior Management from both Cambridge and Kitchener to obtain
consensus and move forward with drafting an agreement and requesting council approval.
REPORT:
Cambridge will occupy approximately 24 square feet of floor space in Kitchener's main
computer room to set up two computer cabinets that will house backup servers. The servers will
be connected to the City of Cambridge's computer infrastructure, via WREPNet, and kept
separate and distinct from Kitchener's infrastructure ensuring confidentiality of data for both
parties. Cambridge will then, on an ongoing basis, perform data backup of electronic data to
these servers as part of their disaster recovery/business continuity plan. Cambridge will be
permitted to use the above space until such a time that Kitchener requires it or Cambridge
establishes a secondary computer site.
Any required physical access to Kitchener's main computer room by Cambridge staff to service
the hardware will be coordinated by Kitchener. It is anticipated that physical access will be
minimal once the servers are initially set up.
FINANCIAL IMPLICATIONS:
Cambridge will be responsible for all costs associated with the initial setup of the electrical
power, cabinets, servers, cabling, etc., Cambridge will then reimburse the City of Kitchener for
electricity consumption on a quarterly basis. The industry formula outlined in the agreement will
be used to calculate the quarterly amount charged.
In the spirit of cooperation, no other charges would be applied at this time but may be revisited
in the future should circumstances change.
COMMUNICATIONS:
Corporate Communications will issue a media release.
CONCLUSION:
Senior Management and Information Technology staff supports this initiative and will continue to
pursue other opportunities of collaboration and partnering with our neighbouring municipalities.
Mike Grummett
Director of Information Technology