1. Joint Meeting
Cloud Collaboration:
Strategies and Technologies
Bud Porter-Roth
Porter-Roth Associates

2. Porter-Roth Associates
• Independent, vendor neutral, consulting in:
– Electronic Document Management
– Document Imaging
– Records Management
– Workflow
– RFP Development
• http://www.erms.com
• info@erms.com
• 415-381-6217
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3. Agenda
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4. Cloud Computing 101
Corporate Users Corporate Datacenter
Traditional access to
data within a corporate
environment
Corporate Users No Corporate Datacenter
Cloud Computing
Example
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.
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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”
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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.
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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 applications
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8. Software as a Service
Applications
SaaS
PaaS Applications
Collaboration
CRM/ERP/HR
IaaS Business
Processes
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9. Platform as a Service
MiddleWare
Your company
logo here – build
your own app
SaaS
PaaS
Middleware
Database
IaaS Development
Tooling
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10. Infrastructure as a Service
Machine Room (Virtual)
SaaS Your company
logo here – IaaS hosts
your own app
PaaS Networking
Data Center
Storage
IaaS Servers
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11. Services Summary
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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, Box.net, DropBox, etc.
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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) internally
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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.gov
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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 cloud
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16. Cloud Collaboration
Offerings
• Simple storage and retrieval
• DM capabilities with storage and
retrieval
• Complete “environment” for DM
• Application Oriented with DM
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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
• iCloud
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18. SkyDox
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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.
• Box.net
• Google Docs
• Igloo Software
• Zoho
• Huddle
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20. Box.net
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21. box.net
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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
• HyperOffice
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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 Software
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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/Scalable
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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 maintenance
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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 documents
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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 problematic
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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
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29. Risks
• No “standards” (more on this)
• No Interoperability (which leads to)
• Vendor lock-in
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30. Standards
“It's 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
• OASIS
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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 names
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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 DMS
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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
– HR
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34. Today’s Modern Company
(no IT required, no installed S/W)
ACME,
LLC
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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 background
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36. • Do survey!!!
• Do book