AIIM/ARMA Cloud Collaboration Presentation


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This presentation was given to the joint ARMA/AIIM meeting. The presentation is about cloud collaboration strategies and technologies.

The presenation was given in NYC in November 2011.

Porter-Roth Associates is vendor neutral and consults in electronic document management technologies.

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AIIM/ARMA Cloud Collaboration Presentation

  1. 1. Joint Meeting Cloud Collaboration: Strategies and TechnologiesBud Porter-RothPorter-Roth Associates
  2. 2. Porter-Roth Associates• Independent, vendor neutral, consulting in: – Electronic Document Management – Document Imaging – Records Management – Workflow – RFP Development••• 415-381-6217 2
  3. 3. Agenda 3
  4. 4. Cloud Computing 101 Corporate Users Corporate DatacenterTraditional access todata within a corporateenvironment Corporate Users No Corporate DatacenterCloud ComputingExample Cloud Applications Gmail is a good example of cloud computing – no software to download, no need to “upgrade”, features already set, don’t maintain data in your local computer, log in from anywhere there is a connection, reliable, and cheap. Porter-Roth Associates 4
  5. 5. Cloud Computing 201• NIST Definition of Cloud Computing “Cloud computing is a model for enabling ubiquitous, convenient, on-demand network access to a shared pool of configurable computing resources (e.g., networks, servers, storage, applications, and services) that can be rapidly provisioned and released with minimal management effort or service provider interaction” Porter-Roth Associates 5
  6. 6. What is Cloud Collaboration? Cloud collaboration is the ability to use DM applications in a cloud environment. We will focus on document and records management - a cloud-based collaborative system that provides the basic functionality of a standard document and records management system.Porter-Roth Associates 6
  7. 7. Some Cloud Essentials• SaaS – Complete operating environment with applications, management, user interface• PaaS – Provides virtual machines, operating systems, applications, development environments for application development• IaaS – Provides virtual machines, virtual storage, virtual infrastructure, and S/W & H/W assets that can be provisioned for hosting applicationsPorter-Roth Associates 7
  8. 8. Software as a Service Applications SaaS PaaS Applications Collaboration CRM/ERP/HR IaaS Business ProcessesPorter-Roth Associates 8
  9. 9. Platform as a Service MiddleWare Your company logo here – build your own app SaaS PaaS Middleware Database IaaS Development ToolingPorter-Roth Associates 9
  10. 10. Infrastructure as a Service Machine Room (Virtual) SaaS Your company logo here – IaaS hosts your own app PaaS Networking Data Center Storage IaaS ServersPorter-Roth Associates 10
  11. 11. Services SummaryPorter-Roth Associates 11
  12. 12. Deployment Models• Public Cloud - A public cloud is one based on the standard cloud computing model, in which a service provider makes resources, such as applications and storage, available to the general public over the Internet. Public cloud services may be free or offered on a pay-per-usage model.• MS Office 365,, DropBox, etc.Porter-Roth Associates 12
  13. 13. Deployment Models• Private Cloud - Private cloud is the implementation of cloud services on resources that are dedicated to your organization, whether they exist on-premises or off-premises. With a private cloud, you get many of the benefits of public cloud computing—including self-service, scalability, and elasticity—with the additional control and customization available from dedicated resources.• Deployed as a private service through a cloud provider or deployed (and built) internallyPorter-Roth Associates 13
  14. 14. Deployment Models• Community Cloud – A community cloud infrastructure is shared by several organizations and supports a specific community that has shared concerns (e.g., mission, security requirements, policy, and compliance considerations). It may be managed by the organizations or a third party and may exist on premise or off premise.• Deployed through a cloud services company for Associations, schools, public consortiums, government clouds – federal, state, county – see www.apps.govPorter-Roth Associates 14
  15. 15. Deployment Models• Hybrid Cloud – A hybrid cloud infrastructure is a composition of two or more clouds (private, community, or public) that remain unique entities but are bound together by standardized or proprietary technology that enables data and application portability.• Deployed through a cloud services company and a private company’s internal cloudPorter-Roth Associates 15
  16. 16. Cloud Collaboration Offerings• Simple storage and retrieval• DM capabilities with storage and retrieval• Complete “environment” for DM• Application Oriented with DMPorter-Roth Associates 16
  17. 17. Simple Storage and Retrieval Allows for simple file storage and retrieval. No real document management capability and may allow you to “share” documents by email invitation or shared password.• Amazon Cloud Drive• SkyDox• Dropbox• SkyDrive• iCloudPorter-Roth Associates 17
  18. 18. SkyDoxPorter-Roth Associates 18
  19. 19. Complex DM Capabilities Allows simple DM capabilities such as folders/subfolders, versioning, checkin/out, simple workflows, search, and audit trails. Multiple users can log into the site.•• Google Docs• Igloo Software• Zoho• HuddlePorter-Roth Associates 19
  20. 20. Box.netPorter-Roth Associates 20
  21. 21. box.netPorter-Roth Associates 21
  22. 22. Complete Environments Includes DM, workflow, email, calendaring, workspaces, forums (wiki, blog), and other features• SharePoint (provided as a service)• Office 365 (includes SharePoint)• LotusLive Symphony• Glide• Google Groups• HyperOfficePorter-Roth Associates 22
  23. 23. Application Oriented with DM• Basecamp – Project management software with collaboration capabilities• Moxie Soft - CRM• Salesforce – CRM• Jive – Social software• Yammer – Social Software• Workday – HR SoftwarePorter-Roth Associates 23
  24. 24. Distinguishing Features of Cloud Computing• User empowerment• On-demand self-service provisioning• Measured service, pay as you go• Standardized processes• Device & location independence• Reliability and fault-tolerance• Resource pooling• Rapid elasticity/ScalablePorter-Roth Associates 24
  25. 25. Key Benefits of Cloud Computing• Lower costs• No upgrade costs• Low barrier to entry, high return• Quality of service (SLA)• Reliability• Outsourced IT for system management• Simplified maintenancePorter-Roth Associates 25
  26. 26. Key Benefits of Cloud Collaboration• User can order and provision services directly• Basic site can be setup and operating within 30 minutes of provisioning• User/owner can set libraries, folders permissions, versions, workflows, and other aspects of site operation directly – no IT• User can invite other users from within the company to share documents• User can invite other users from outside of the company to share documentsPorter-Roth Associates 26
  27. 27. Risks• Security (physical and data)• Immature technology• Rapidly changing vendor community• Evolving feature set• Complex pricing structure• ROI may not be readily calculated• Compliance is problematicPorter-Roth Associates 27
  28. 28. Risks• Customization (lack of)• Requires Internet connection• Latency – can be slow = frustration• Transaction control (stateless system)• IT has a lesser role (can be good or bad)• Company can easily lose control of sites and information without governance• Lack of (for most) true records management (unless you use a hybrid–box + Documentum)• Inability to manage legal holds Porter-Roth Associates 28
  29. 29. Risks• No “standards” (more on this)• No Interoperability (which leads to)• Vendor lock-in 29
  30. 30. Standards “Its not that there aren’t any standards, it’s that everyone has one and there are already some in place that cover the same ground” Forrester Research• NIST• IEEE• Open Grid Forum’s Open Cloud Computing Interface• Open Cloud Consortium• OASISPorter-Roth Associates 30
  31. 31. Cloud Collaboration Who is Using It?• Public• Private• Non-profit• Individuals – whether you know it or not• Start-ups• SMBs If you look at the names on any of the sites, they are a who’s who of top namesPorter-Roth Associates 31
  32. 32. Cloud Collaboration Is it Right for You?• Only larger providers can handle a real enterprise-wide system• Different departments in the same company use it as a standalone solution for a specific application – May not work for high-volume transaction specific applications – May not work for compliance required applications – HIPAA, SOX, RM, – May “feed” other applications like a DMSPorter-Roth Associates 32
  33. 33. The Future• Moving at the speed of light• New companies constantly upgrading features and services• New cloud-based systems are challenging SharePoint• SharePoint is challenging older legacy systems• Application centric sites are growing – CRM – HRPorter-Roth Associates 33
  34. 34. Today’s Modern Company (no IT required, no installed S/W) ACME, LLCPorter-Roth Associates 34
  35. 35. AIIM Recommended Practice Report on Cloud Collaboration• Working with AIIM Standards to develop a Recommend Practice Report• Aimed at the user community• Focus on cloud technologies as they relate to document management and collaboration activities• Topics include document management, records management, workflow, security, and standards – among others• Authors – varied backgroundPorter-Roth Associates 35
  36. 36. • Do survey!!!• Do book