DEPARTMENT OF VETERANS AFFAIRS Washington DC 20420

November 8, 2011

Anne Weismann 1400 Eye Street, NW Suite 450 Washington, DC 20005

Dear Ms. Weismann: This is in response to your Freedom of Information Act (FOIA) request dated June 24, 2011, in which you requested the following: 1. All records reflecting the VA’s records management policies and data governance practices, and the development of these policies and practices, for the VA’s future cloud computing email system. 2. All records indicating steps the VA has taken or plans to take to address record keeping requirements in a cloud computing environment. 3. All records indicating attendees, or prospective attendees, and their titles of all VA meetings held, or scheduled to be held, addressing the use and development of cloud computing systems. 4. All records showing the development of instructions defining which copy of the VA records will be declared as the agency’s copy in a cloud computing environment. 5. All records related to the development of instructions of how to determine whether federal records in a cloud environment are covered under an existing records retention schedule. 6. All records related to the development of instructions of how records will be captured, managed, retained, made available to authorized users, and retention periods applied for cloud computing systems. 7. All records related to the development of instructions on conducting a records analysis, developing and submitting records retention schedules to NARA for unscheduled records in a cloud environment, including instructions about scheduling system documentation, metadata, and related records. 8. All records related to the development of instructions on periodically testing transfers of federal records to other environments, including agency servers, to ensure the records remain portable. 9. All records related to the development of instructions of how data will be migrated to new formats and operating systems in a cloud computing environment so that records are readable throughout their entire life cycle. 10.All records related to records management consideration and request for information solicitation number VAI 1811 R10226 dated February 24, 2011.
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Weismann, Anne 11-06991-F Page 2 With respect to your request: The FOIA Service received your request on June 29, 2011, and assigned it FOIA number 11-06991-F. Please refer to this number when communicating with this office about your request. In response to your request, we have found no responsive documents to items 1, 2, 4, 5, 6, 7, 8, 9, and 10 of your request. We have found one document in response to item 3 of your request and are providing a partial release of the document as portions of the document are not responsive to your request. Please find the responsive document to your request enclosed in this letter. The VA is in the early stages of researching the applicability of cloud computing within the Department; hence a limited number of documents exist as they relate to cloud computing, and even less to the specific topic of your request. If you should choose to make an appeal, your appeal must be postmarked no later than sixty (60) calendar days after the date of the adverse determination. It must clearly identify the determination being appealed and must include any assigned request number. The appeal should include: 1. 2. 3. 4. The The The The name of the FOIA Officer address of the component date of the component’s determination, if any precise subject matter of the appeal

If you choose to appeal only a portion of the determination, you must specify which part of the determination you are appealing. The appeal should include a copy of the request and VA’s response, if any. The appeal should be marked “Freedom of Information Act Appeal”. We appreciate your interest in the Department of Veterans Affairs. Customer service is very important to us. If you have questions about this letter, please contact Laurie Karnay of my staff at 202-461-7458 and refer to case number 11-06991-F. Sincerely,

James P. Horan Director, FOIA Service

OFFICE OF INFORMATION AND TECHNOLOGY SERVICE DELIVERY & ENGINEERING

Meeting Facilitator Date Time Attendees X Baggett, Mona Burtis, Brian

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Raff in, Eric April 20, 201 1 1:00 2:00PM EST

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Galvin, Jack Hack, BK Hashbarger, Kurt Hayes, John Kincer, Alan Laub, James Lay, Michael Lindberg, Terry Lutz, RJ McElwee, Stephen

X X X

McReynolds, Elisa Meyer, Dennis Mitts, Sean Osburn, Patricia Owens, John Padal, Randy Quinn, Michael Rabino, Kim Rhodes, Shannon Ross, Scottie

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Carter, JR X X X X X X Castonguay, Craig Causley, Kevin Cheplick, David Cronin, Michael Dupre, James Fowkes, Jupe Funstor. Jeff X X

Scott, Lenna Tepp, Troy Washington, Whitson, Peter Wood, Heather Wood, Michael Youngblood, Zigrosser, Rick

X X X X
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X X X

Purpose
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