Cloud Collaboration: Managing Risk & Retention


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A presentation on records management and retention in cloud collaboration applications. This presentation will help the participants understand cloud-collaboration technologies including document management, records management, storage, and preservation. Mr. Porter-Roth will review benefits and risks, as well at touch upon emerging governance issues. Because cloud collaboration technologies are changing rapidly, there is no clear strategy or road map that has emerged for adopting these technologies, but we will discuss what are the current options and trade-offs.

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Cloud Collaboration: Managing Risk & Retention

  1. 1. Sometimes you’re the bug, sometimes you’re the windshield
  2. 2. Cloud Collaboration: Managing Risk and Retention Bud Porter-Roth Porter-Roth Associates
  3. 3. Porter-Roth Associates • Independent, vendor neutral, consulting in: – Cloud Information Management (CIM) – Electronic Document Management – Document Imaging – Records Management – Workflow – RFP Development • • • @BudPR • 415-381-6217 3
  4. 4. 4 How to make a million dollars in the Records Management business…. Start with three million………
  5. 5. Agenda 5 • Introduction to Cloud Computing • Introduction to Cloud Information Management (CIM) • Benefits • Risks • Can Risks be Mitigated? • The Future
  6. 6. Cloud Computing 101 Corporate Users Corporate Datacenter Corporate Users Cloud Applications Porter-Roth Associates 6 No Corporate Datacenter
  7. 7. What is Cloud Information Management (CIM)? CIM is the ability to use document management functions and applications in a cloud environment – create, collaborate, store, retrieve, check in/out, version control, records management, governance, security, search, audit history, etc. 7Porter-Roth Associates
  8. 8. Cloud Collaboration Offerings – My Take • Simple Store and Retrieve • Simple Collaboration • Complex Collaboration • Functional Applications • Business & Social Networking 8Porter-Roth Associates
  9. 9. Simple Storage and Retrieval Allows for simple file storage and retrieval. No real document/records management capability. Allows you to “share” documents by email invitation or shared password. • Amazon Cloud Drive • SkyDrive • Mega • iCloud • +many, many more 9Porter-Roth Associates
  10. 10. Simple Collaboration Allows simple DM capabilities such as folders/subfolders, versioning, checkin/out, simple workflows, search, and audit trails. No RM, IM, legal. Multiple users can log into the site. • • Google Docs • Dropbox • WatchDox • Huddle 10Porter-Roth Associates
  11. 11. Complex Collaboration Includes DM/RM, office applications, workflow, email, calendaring, workspaces, forums (wiki, blog), and other features. • SharePoint (provided as a service) • Office 365 (includes SharePoint) • SpringCM • Alfresco 11Porter-Roth Associates
  12. 12. Functional Applications Applications built around functions like accounting, HR, CRM, and PM. Generally no DM or RM capabilities. • Basecamp – Project management • Moxie Soft - CRM • Salesforce – CRM • Jive – Social software • Yammer – Social Software • Workday – HR Software 12Porter-Roth Associates
  13. 13. Business & Social Networking Social networking apps – typically have no DM or RM capabilities but can be used for file storage and sharing. • Jive – Social software • Yammer – Social Software • Chatterbox (SalesForce) • Facebook • LinkedIn • YouTube • SlideShare 13
  14. 14. Benefits • Lower initial and startup costs • Highly scalable – resources are available when needed • Rapid elasticity – resources are consumed on-demand • On-demand Self-Service - User can order and provision services directly • Basic site can be setup and operating within 30 minutes • User/owner can set libraries, folders, security, permissions, versions, workflows, and other aspects of site operation • User can invite other users to share documents • Vendor provided maintenance • Device independent, made for mobile 14Porter-Roth Associates
  15. 15. Risks • User is in charge • Typically no RM or IM • No eDiscovery capabilities • Inability to manage legal/audit/business holds • Allows easy sharing outside of the firewall • Security (physical and data) • “Lost” sites will still contain content and….access permissions (which may have changed) • No customization (it is a configurable application) • Could lead to… Silos of Information 15Porter-Roth Associates
  16. 16. Can Risks be Mitigated? • Given that “most” cloud applications do not have RM or IM capabilities what can be done to mitigate this issue? • Is it really feasible that someone using Dropbox will diligently and consistently move “records” from Dropbox to ???? • Even if you have a dedicated RM system, how/who will make the transfer and code the record(s) correctly? • Can you, through policies, create manual RM areas in the cloud application to store records? How will that work? Who is responsible for creating the RM area? Will it be in-place or a separate area? • Can you create policies that prohibit “records” from being in a cloud application? • If cloud applications cannot provide RM or IM, it is up to the individual companies to ensure that requirements are satisfied • Open discussion 16Porter-Roth Associates
  17. 17. 17 Context? User Requirements Management Requirements IT Requirements System Design System Implementation
  18. 18. The Future Company Today’s Company ACME, LLC