DRAFT_PWS_Social Media Archival Svc_PWS_011625.docx

PERFORMANCE WORK STATEMENT

for

SOCIAL MEDIA ARCHIVING

Department of Defense Education Activity 4800 Mark Center Drive Alexandria, VA 22350

PERFORMANCE WORK STATEMENT

FOR

SOCIAL MEDIA ARCHIVING

1. GENERAL INFORMATION AND SCOPE OF WORK

1.1 Agency: The Department of Defense Education Activity (DoDEA), as one of only two Federally- operated school systems, is responsible for planning, directing, coordinating, and managing prekindergarten through 12th grade educational programs on behalf of the Department of Defense (DoD). DoDEA is globally positioned, operating 163 accredited schools in 8 districts located in 11 foreign countries, 7 states, Guam, and Puerto Rico.

DoDEA employs approximately 15,000 employees who serve more than 70,000 children of active-duty military and DoD civilian families. DoDEA is committed to ensuring that all school-aged children of military families are provided a world-class education that prepares them for postsecondary education and/or career success and to be leading contributors in their communities as well as in our 21st century globalized society.

DoDEA operates as a field activity of the Office of the Secretary of Defense (Personnel and Readiness). It is headed by a director who oversees all agency functions from DoDEA headquarters in Alexandria, Virginia. DoDEA's schools are divided into 3 geographic areas: Europe, the Pacific, and the Americas.

The Department of Defense Education Activity (DoDEA) requires a comprehensive and reliable solution for archiving social media content across multiple platforms. This performance work statement (PWS) outlines the requirements and expectations for a vendor to archive DoDEA's social media activities on Facebook, Instagram, Twitter (X), and LinkedIn.

1.2 Background: The primary mission of the DoDEA Office of Communications, is the dissemination and communication of information relative to the operation of our schools, engagement with key publics and execution of public affairs or school public relations to support of our mission to Educate, Engage and Empower military-connected students to succeed in a dynamic world.

In accordance with the Department of Defense (DoD) policy and mandates, all DoD components, including DoDEA, are required to maintain permanent records of social media posts. These records must be preserved and eventually transferred to the National Archives and Records Administration (NARA) to ensure historical preservation and compliance with federal regulations. The archiving of social media content is essential for maintaining transparency, accountability, and historical documentation of DoDEA's activities and communications.

1.3. Scope of Work: The overall objective and scope of this effort is to support and enhance the Department of Defense Education Activity’s ability to archive all social media posts, comments, messages, and metadata from DoDEA's Facebook, Instagram, Twitter (X), and LinkedIn accounts. This archiving solution will ensure data integrity, security, and easy retrieval for compliance and reporting purposes. The solution will support more than 160 social media accounts, with a minimum of 5GB but not more than 10GB of total data storage per social media account.

2. REQUIREMENTS (OBJECTIVES)

2.1 (Objective 1) Ensure Complete and Accurate Archiving of All Social Media Activities

2.1.1 Supporting Tasks:

(Task 1) Integrate archiving solution with DoDEA’s Facebook, Instagram, Twitter (X), and LinkedIn accounts.

(Task 2) Continuously archive all posts, comments, messages, and metadata for more than 160 social media accounts.

(Task 3) Ensure API-level monitoring for real-time archiving and data capture.

2.1.2 Performance Standards and Acceptable Quality Levels (Objective 1):

Performance Standards – Tasks will be completed by the required completion date.

Acceptable Quality Level – 100% of tasks will be completed by the required completion date.

2.2 (Objective 2) Provide Secure Storage and Easy Retrieval of Archived Data

2.2.1 Supporting Tasks:

(Task 1) Encrypt all archived data using 256-bit encryption both in transit and at rest.

(Task 2) Provide secure storage with redundancy to prevent data loss.

(Task 3) Implement a web-based SaaS portal for easy data retrieval and replay.

2.2.2 Performance Standards and Acceptable Quality Levels (Objective 2):

Performance Standards – Tasks will be completed by the required completion date.

Acceptable Quality Level – 100% of tasks will be completed by the required completion date.

2.3 (Objective 3): Maintain Compliance with Relevant Regulations and Policies

2.3.1 Supporting Tasks:

(Task 1) Ensure compliance with federal records management laws such as the Federal Records Act (FRA), National Archives and Records Administration (NARA) guidelines, DoD Records Management Program, and other relevant regulations (FISMA, GDPR, Privacy Act).

(Task 2) Implement auditing and digital signatures (256-bit digital signature and timestamp) to verify authenticity and integrity of each archived file.

(Task 3) Provide documentation for compliance audits.

2.3.2 Performance Standards and Acceptable Quality Levels (Objective 3):

Performance Standards – Tasks will be completed by the required completion date.

Acceptable Quality Level – 100% of tasks will be completed by the required completion date.

2.4 (Objective 4): Facilitate Efficient Reporting and Analysis of Social Media Activities

2.4.1 Supporting Tasks:

(Task 1) Provide reporting tools within the SaaS portal for quick data access and analysis.

(Task 2) Allow per-page export of archived records in PDF format with digital signatures for litigation or regulatory purposes.

(Task 3) Implement filters and search functions for easy analysis and report generation.

2.4.2 Performance Standards:

Performance Standards – Tasks will be completed by the required completion date.

Acceptable Quality Level – 100% of tasks will be completed by the required completion date.

3. CONSTRAINTS Comment by Simmons, Tresa Ms. CIV OSD/DoDEA-HQ: Verify if additional constraints are needed, see PWS template.

3.1 Section 508 Compliance: The contractor shall comply with information technology accessibility requirements mandated by Section 508 of the Rehabilitation Act as implemented by the clauses in the contract. Reports and documents produced must be accessible to persons with disabilities consistent with the statute.

3.2 Key Personnel: The vendor must assign a project manager who will serve as the primary point of contact for DoDEA and will be responsible for overseeing the implementation and operation of the archiving solution.

3.3 Confidentiality: The vendor must adhere to all DoDEA confidentiality agreements and ensure that all archived data is kept confidential and secure.

3.4 Acceptance Criteria:

· Successful integration of the archiving solution with DoDEA's social media accounts.

· Continuous and accurate archiving of social media content.

· Secure storage and easy retrieval of archived data.

· Compliance with all relevant regulations and timely support and maintenance.

3.5 Contractor Responsibilities:

· Provide all necessary hardware, software, and licenses for the archiving solution.

· Ensure the archiving solution is up-to-date and compliant with the latest security standards.

· Train DoDEA personnel on how to use the archiving solution.

· Provide regular updates and reports on the archiving process and system performance.

3.6 DoDEA Responsibilities:

· Provide access to DoDEA’s social media accounts for integration.

· Designate a point of contact for coordination and communication with the vendor.

· Ensure compliance with internal policies and procedures regarding social media use and archiving.

3.7 Technical Requirements:

· Scalability: The archiving solution must support at minimum 160 social media accounts, with a minimum of 5GB but not more than 10GB of total data storage per social media account.

· Data Integrity: Ensure no data loss or corruption during the archiving process.

· Compatibility: The solution must be compatible with current and future versions of Facebook, Instagram, Twitter (X), and LinkedIn.

· Encryption: Data must be encrypted both in transit and at rest, using 256-bit encryption.

· Redundancy: The system must have redundancy measures in place to prevent data loss.

· Unlimited Records: The solution must support the archiving of unlimited social media records.

· Data Retention: Ensure data retention for up to 5 years.

· Continuous Monitoring: Provide continuous account monitoring and archiving at the API level.

· Replay Capability: Allow replay of archived sites through a customized dashboard in a SaaS portal.

· Litigation Preparedness: Support litigation hold and per-page PDF export with digital signatures and timestamps on every archived file.

3.8 Compliance Requirements:

· Federal Records Act (FRA): Ensure compliance with the FRA for proper records Vmanagement. https://www.archives.gov/news/topics/federal-records-act

· National Archives and Records Administration (NARA) Guidelines: Adhere to NARA guidelines for the preservation and transfer of social media records. https://www.archives.gov/guidance#:~:text=The%20National%20Archives%20and%20Records,of%20each%20current%20guidance%20list.

· DoD Records Management Program: Comply with DoD policies and procedures for records management. https://www.esd.whs.mil/RIM/

· Privacy Act of 1974: Ensure the protection of personal data in accordance with the Privacy Act. https://www.justice.gov/opcl/privacy-act-1974

· Federal Information Security Management Act (FISMA): Comply with FISMA requirements for information security. https://www.congress.gov/bill/107th-congress/house-bill/3844

· General Data Protection Regulation (GDPR): If applicable, ensure compliance with GDPR for data protection.

3 GOVERNMENT-FURNISHED RESOURCES Comment by Simmons, Tresa Ms. CIV OSD/DoDEA-HQ: Verify if any Government furnished resources are relevant for this procurement, see PWS template.

3.4 Government furnished information (GFI) will not be provided to the contractor.

3.5 Access to Facebook for Social Media accounts and sites

will be provided to the contractor.

4 CONTRACT DELIVERABLES

The contractor shall:

COR

Data Security and Integrity - A secure archive that protects data from unauthorized access and tampering.

COR

Payments will be made on a monthly basis upon successful completion of deliverables and submission of invoices. All prices are in USD and exclude sales tax.

*Monthly performance and compliance reports to include incident reports for any data breaches or system failures. Comment by Simmons, Tresa Ms. CIV OSD/DoDEA-HQ: Have all required and relevant regulations been provided or mentioned in the PWS by website, link, or both? Are there DoDEA pre-filled forms that pertain to this bullet that will be provided to the successful vendor?

5 Performance Requirement Summary (PRS)

Provide continuous archiving with no loss of data.

Provide full integration within 30 days of contract starts Accuracy: 100% accurate archiving of all social media content.

Uptime: 99.9% system uptime for the archiving solution.

Security: Compliance with industry standards for data encryption and security.

Support Response Time: Initial response to support requests within 4 hours; resolution within 24 hours.

Random Surveillance through observation and review of contract deliverables

Provide immediate retrieval of archived records through a user-friendly dashboard.

Maintain redundant storage systems to ensure zero data loss.

Develop and maintain 24-hour resolution of data retrieval issues.

Accuracy: 100% accurate archiving of all social media content.

Uptime: 99.9% system uptime for the archiving solution.

Security: Compliance with industry standards for data encryption and security.

Support Response Time: Initial response to support requests within 4 hours; resolution within 24 hours.

Random Surveillance through observation and review of contract deliverables

Provide quarterly compliance audits and reports.

Maintain a full audit trail with every archived file, including timestamps and digital signatures.

Accuracy: 100% accurate archiving of all social media content.

Uptime: 99.9% system uptime for the archiving solution.

Security: Compliance with industry standards for data encryption and security.

Support Response Time: Initial response to support requests within 4 hours; resolution within 24 hours.

Random Surveillance through observation and review of contract deliverables

Provide the ability to export and analyze reports in PDF format.

Preserve 100% of archived records accessible for reporting within 24 hours of archiving.

Accuracy: 100% accurate archiving of all social media content.

Uptime: 99.9% system uptime for the archiving solution.

Security: Compliance with industry standards for data encryption and security.

Support Response Time: Initial response to support requests within 4 hours; resolution within 24 hours.

Random Surveillance through observation and review of contract deliverables

Acceptance Criteria Comment by Simmons, Tresa Ms. CIV OSD/DoDEA-HQ: Items listed are out of order, please insert in the correct category 1 -7; see PWS template.

6 Successful integration of the archiving solution with DoDEA's social media accounts.

7 Continuous and accurate archiving of social media content.

8 Secure storage and easy retrieval of archived data.

9 Compliance with all relevant regulations and timely support and maintenance.

Contractor Responsibilities

· Provide all necessary hardware, software, and licenses for the archiving solution.

· Ensure the archiving solution is up-to-date and compliant with the latest security standards.

· Train DoDEA personnel on how to use the archiving solution.

· Provide regular updates and reports on the archiving process and system performance.

DoDEA Responsibilities

· Provide access to DoDEA’s social media accounts for integration.

· Designate a point of contact for coordination and communication with the vendor.

· Ensure compliance with internal policies and procedures regarding social media use and archiving.

Technical Requirements

· Scalability: The archiving solution must support at minimum 160 social media accounts, with a minimum of 5GB but not more than 10GB of total data storage per social media account.

· Data Integrity: Ensure no data loss or corruption during the archiving process.

· Compatibility: The solution must be compatible with current and future versions of Facebook, Instagram, Twitter (X), and LinkedIn.

· Encryption: Data must be encrypted both in transit and at rest, using 256-bit encryption.

· Redundancy: The system must have redundancy measures in place to prevent data loss.

· Unlimited Records: The solution must support the archiving of unlimited social media records.

· Data Retention: Ensure data retention for up to 5 years.

· Continuous Monitoring: Provide continuous account monitoring and archiving at the API level.

· Replay Capability: Allow replay of archived sites through a customized dashboard in a SaaS portal.

· Litigation Preparedness: Support litigation hold and per-page PDF export with digital signatures and timestamps on every archived file.

Compliance Requirements

· Federal Records Act (FRA): Ensure compliance with the FRA for proper records Vmanagement.

· National Archives and Records Administration (NARA) Guidelines: Adhere to NARA guidelines for the preservation and transfer of social media records.

· DoD Records Management Program: Comply with DoD policies and procedures for records management.

· Privacy Act of 1974: Ensure the protection of personal data in accordance with the Privacy Act.

· Federal Information Security Management Act (FISMA): Comply with FISMA requirements for information security.

· General Data Protection Regulation (GDPR): If applicable, ensure compliance with GDPR for data protection.

· Section 508 Compliance: Ensure that all user interfaces and documentation are accessible to individuals with disabilities, in compliance with Section 508 of the Rehabilitation Act.