Kittitas County SOW Microsoft Purview Data Security Strategy PSA v4 20260929

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Statement of Work September 29, 2026 - Version 4.0 Microsoft Purview Data Security Strategy Page 2 2 ANNEX A – PROJECT SPECIFICATIONS 2.1 BACKGROUND AND PROJECT OBJECTIVES 2.1.1 Client Background Information Client is a political subdivision of the State of Washington serving its residents across approximately twenty -four (24) departments and agencies, including the Sheriff's Office, the County Attorney, the Auditor's Office, and Public Works. The Client's workforce operates on Microsoft 365 ("M365") G3 licensing. Today, the Client's response to Public Records Act ("PRA") requests under RCW 42.56 and to litigation hold obligations is decentralized and largely manual. Every request is routed through Central Information Technology ("IT"), which exports data from individual devices, runs third-party search tools, and de-duplicates results by hand. Litigation holds are issued verbally or by email and depend on the custodian's behavior and IT's recollection. The Client desires a more defensible, contemporaneous record of what was searched, by whom, and when. Trace3, through its Workplace Security & Identity Practice, proposes to modernize the Client's eDiscovery process by operationalizing the Microsoft Purview eDiscovery capabilities already included in the County's existing G3 entitlement. This Phase 1 engagement establishes a centralized, scoped, automated, and audit -ready eDiscovery workflow without procuring any new third-party tooling or additional Microsoft licensing. 2.1.2 Business Objectives • Transition from a decentralized, manual, device-based eDiscovery process to a centralized, automated workflow built on Microsoft Purview • Reduce Central IT's dependency on routine records production by enabling trained departmental designees to perform first-pass searches within defined boundaries • Eliminate the risk of spoliation by replacing verbal and email-based litigation holds with system-enforced, auditable Preservation in Place holds • Reduce legal review costs and accelerate statutory PRA compliance through deduplication and decryption of review sets at export • Establish a defensible, court-ready audit trail for every search to reduce the County's exposure in PRA and litigation disputes 2.1.3 Technical Objectives • Standardize department-identifying attributes in Microsoft Entra ID across in-scope users so that eDiscovery boundaries can be reliably enforced • Map in-scope SharePoint Online sites to confirm Uniform Resource Locator ("URL") conventions are recognized by Purview eDiscovery filters, and recommend remediation where they are not • Design and implement Role-Based Access Control ("RBAC") role groups and up to twenty-four (24) Compliance Security Filters that scope each department's data handlers to their own agency's mailboxes and SharePoint sites • Enable the Public Records Officer ("PRO") to generate search result statistics and estimates in accordance with Microsoft service descriptions • Configure deduplication and decryption at export to produce smaller, cleaner review sets for legal hand-off • Transition the County from verbal and email litigation holds to Preservation in Place holds administered directly in Purview • Validate that all search boundaries and holds operate as designed and produce a defensible, contemporaneous audit trail