The document discusses a GovLoop event on cloud computing in government, featuring keynotes and panel discussions on record management and best practices for cloud adoption. It emphasizes the importance of adhering to records disposition schedules and the challenges associated with managing federal records in cloud environments. The event also highlights innovative uses of cloud technology in the public sector and provides recommendations for effective implementation and collaboration.

1. Capitalizing on the Cloud
February 26, 2014
#gltrain

2. Welcome & Introductions
Steve Ressler
Founder & President
GovLoop
- Tweets: #gltrain
- Slides, Video archive & other resources will be
emailed to you later this week.
- Check out the GovLoop VIP program:
http://www.govloop.com/TrainingVIPs

3. Welcome & Introductions
For the Audience:
What do you want
to learn today?

4. Keynote Speaker:
Records in the Cloud
Lisa Haralampus
Supervisor, Federal Records
Management Policy
National Archives and Records
Administration (NARA)

5. Records in the Cloud
Lisa Haralampus
Chief, Records Management Policy Section
National Archives and Records Administration
GovLoop Event: Capitalizing on the Cloud: The Results Are In!
February 26, 2014

6. Records-Speak
• The records lifecycle: creation, maintenance and use, disposition
• Disposition: destruction or transfer to NARA
• Retention: how long to keep records before destroying them or
transferring to NARA
• Schedules: formal, mandatory instructions, authorized by the
Archivist of the United States that describe records, retentions,
and disposition instructions
Records disposition schedules apply to all Federal records,
regardless of media type or where they are stored.
6

7. NARA Guidance Products
• NARA Bulletin 2010-05: Guidance on Managing Records in
Cloud Computing Environments
http://www.archives.gov/records-mgmt/bulletins/2010/2010-05.html
• Frequently Asked Questions about Managing Federal Records
In Cloud Computing Environments
http://www.archives.gov/records-mgmt/faqs/cloud.html
7

8. Records Challenges in the Cloud
Is your agency’s cloud implementation capable of implementing
records disposition schedules?
• Can your cloud implementation retain records as long as
schedules require? 10, 15, 25 years or longer?
• Can your cloud implementation ensure complete deletion
when retention periods expire?
• Can your cloud implementation meet requirements for
transferring permanent records to NARA?
8

9. Other Records Challenges in the Cloud
• Maintaining the functionality and integrity needed
throughout the records’ full lifecycle
• Maintaining links between the records and their metadata
• A potential lack of formal technical standards governing how data
is stored and manipulated
• A potential lack of portability standards may result in difficulty
removing records for recordkeeping requirements or complicate
the transition to another environment
9

10. Meeting Challenges
• Include your agency’s records management staff in cloud
computing solution. See NARA’s website for a list of agency
records officers http://www.archives.gov/records-mgmt/agency/
• Define which copy of records will be declared as the agency’s
record copy (value of records in the cloud may be greater than the
value of the other set because of indexing or other reasons)
• Determine how all records will be captured, managed, retained,
made available to authorized users, and retention periods applied
10

11. Meeting Challenges
• Include instructions on how data will be migrated, so records are
readable throughout their entire life cycle
• Resolve portability and accessibility issues through good records
management policies and other data governance practices
11

12. Contract Awareness
• Cloud service providers must be made aware of records retention
requirements governing a body of Federal records stored in
various cloud locations
• Cloud service providers must be aware of the unique access
requests for Federal records (FOIA, Privacy Act, ediscovery)
• NARA Bulletin 2010-05 contains some generic contract language
for record management needs that can be adapted by agencies
12

13. Conclusion
• Agency is always responsible for its Federal records even if the
records are in contracted space
• Cloud environments offer many potential advantages in improving
government services, including Federal records management
13

14. Key Findings:
Investigating the Cloud Report
Pat Fiorenza
Sr. Research Analyst, GovLoop
Author, Investigating the Cloud
Mark Johnson
Director, Government Cloud
Strategic Program
Oracle

15. GovLoop Research Goals
1. Highlight case studies and bright spots of
government innovation
2. Share best practices and lessons learned
3. Make it tactical and easy to consume
4. Get smart quick on key issues and topics facing
government employees
5. Fulfill our mission of connecting government to
improve government

16. GovLoop / Oracle
Executive Research Brief
• Analysis from a GovLoop survey of 186 public
sector professionals
• Perspectives on cloud computing from two Oracle
experts
– Aaron Erikson, director of government innovation
– Bob Croker, senior director of strategic programs
• Best practices and challenges for cloud adoption
in public section
• The role of cloud computing shaping the future of
government

17. Why Cloud Matters
“I see it as the future of how we work. I
particularly like the idea of having access
to software via the cloud that I may only
need to use once in a while. I also see it as
critical to having a mobile office, and more
flexibility to work from home.”

18. Why Cloud Matters
• Various offerings, all based on
organizational need
• Distinctions are clearly important to
understand when investing, but
focus on what do we want to
accomplish? And then find the
appropriate solution.
• One agency might need private,
another hybrid, etc.

19. 3 Best Practices
• Create Robust Security Standards
• Provide Effective Training Methods to
Employees
• Partner with a Reliable Service Provider
• 8 Best practices highlighted in report- the rest
featured on our government panel.

20. Q&A Session:
Investigating the Cloud Report
Mark Johnson
Director, Government Cloud
Strategic Program
Oracle
Pat Fiorenza
Sr. Research Analyst, GovLoop
Author, Investigating the Cloud

21. Keynote Speaker:
Best Practices from NIST
Sherwin McAdam
Cloud Computing Program
Manager
National Institute of Standards
and Technology (NIST)

22. Capitalizing on the Cloud
February 26, 2014
#gltrain

23. Top Government Cloud Uses
Panel Discussion
Moderator:
Steve Ressler
Founder & President
GovLoop
Aaron Erickson
Director, Government Innovation
North America Strategic Programs
Oracle
Greg Grichtmeier
AIS - Customer Experience & Service Center
IBM Global Business Services
David Logsdon
Senior Director Federal Civil, Global Public Sector
TechAmerica

24. Top Government Cloud Uses
Panel Discussion
As found in the “Investigating the
Cloud” research report, the 196
survey respondents said this about
how they are using the cloud in the
public sector:
“Other instances of cloud adoption
include document sharing, calendars,
data storage, day-to-day computing,
email, GIS, and utility billing.”

25. Top Government Cloud Uses
Panel Discussion
For the Audience:
How are you using
the cloud in your
organization?

26. Cloud Best Practices
Panel Discussion
Moderator:
Steve Ressler
Founder & President
GovLoop
Geoff Green
Vice President, Business Development
Oracle
A.R. "Trey" Hodgkins, III, CAE
Senior Vice President, Public Sector
Information Technology Alliance for the Public Sector (ITAPS)

27. Cloud Best Practices
Panel Discussion
For the Audience:
What’s your biggest
cloud challenge?

28. Cloud Best Practices
Panel Discussion
Moderator:
Steve Ressler
Founder & President
GovLoop
Geoff Green
Vice President, Business Development
Oracle
A.R. "Trey" Hodgkins, III, CAE
Senior Vice President, Public Sector
Information Technology Alliance for the Public Sector (ITAPS)

29. Cloud Best Practices
Panel Discussion
Best Practice Tip #1
Gather Support
From Leadership

30. Cloud Best Practices
Panel Discussion
Best Practice Tip #2
Collaborate with
Stakeholders

31. Cloud Best Practices
Panel Discussion
Best Practice Tip #3
Assure Compatibility
When Migrating
Applications

32. Cloud Best Practices
Panel Discussion
Best Practice Tip #4
Implement Agile
Methodology

33. Cloud Best Practices
Panel Discussion
Best Practice Tip #5
Adopt Scalable
Cloud Solutions

34. Closing Comments
Steve Ressler
Founder & President
GovLoop

35. Capitalizing on the Cloud
Thank You for Attending!