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Cloud Collaboration:
Strategies and Technologies




                   Bud Porter-Roth
            Porter-Roth Associates
Porter-Roth Associates

• Independent, vendor neutral, consulting in:
  –   Cloud Information Management (CIM)
  –   Electronic Document Management
  –   Document Imaging
  –   Records Management
  –   Workflow
  –   RFP Development
• http://www.erms.com
• info@erms.com
• 415-381-6217
                           2
Agenda
•   Introduction to Cloud Computing
•   Cloud Information Management (CIM)
•   Benefits
•   Risks
•   Who is Using CIM
•   Getting Started – Your Next Steps
•   The Future




                            3
Cloud Computing 101
                                                             Corporate Datacenter
                           Corporate Users              Document Management System
Traditional access to
data within a corporate
                                                                             File Server
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.

 Porter-Roth Associates                            4
What is Cloud Information Management
                    (CIM)?

   CIM is the ability to use Document Management
   functions and applications in a cloud environment –
   create, store, retrieve, check in/out, version control,
   records management, security, search, audit history, etc.
   For this presentation, we will focus CIM systems that
   provide (or try to provide) the basic functionality of a
   standard document & records management system but
   do it as a cloud-based service.




Porter-Roth Associates       5
Cloud Collaboration Offerings
1. Simple Storage and Retrieve – very basic and functions like an
   FTP site. Typically no DM/RM capabilities – but can be useful
2. Simple Collaboration – in addition to storage & retrieval - also
   includes document management capabilities that allow multiple
   people to collaborate on content. RM is generally weak.
3. Complex Collaboration – offers a complete environment including
   storage and retrieval, content management, and office productivity
   applications such as word processing, spreadsheet, presentations,
   calendaring, workflow, etc. RM can range from none to good.
4. Functional Applications – offers functional applications such as
   project management, CRM, ERP, HR in addition to simple storage
   and retrieval of documents. Generally no DM/RM capabilities.
5. Business & Social Networking – offers the ability for social
   communities to be formed in addition to simple storage and
   retrieval of documents. Generally no DM/RM capabilities.

Porter-Roth Associates            6
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
•   SkyDox
•   Dropbox
•   SkyDrive
•   iCloud


Porter-Roth Associates     7
SkyDox




Porter-Roth Associates     8
Simple Collaboration
    Allows simple DM/RM (RM is very limited)
    capabilities such as folders/subfolders,
    versioning, checkin/out, simple workflows,
    search, and audit trails. Multiple users can log
    into the site.
•   Box.com
•   Google Docs
•   Igloo Software
•   Zoho
•   Huddle

Porter-Roth Associates        9
Box.com




Porter-Roth Associates     10
Box.com




Porter-Roth Associates     11
Complex Collaboration
    Includes DM/RM, office applications, workflow,
    email, calendaring, workspaces, forums (wiki,
    blog), and other features. RM is limited or not
    available depending on the product.
•   SharePoint (provided as a service)
•   Office 365 (includes SharePoint)
•   LotusLive Symphony
•   Glide
•   Google Groups
•   HyperOffice
Porter-Roth Associates       12
Functional Applications
                 +Simple Storage & Retrieval
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




Porter-Roth Associates       13
Business & Social Networking
              +Simple Storage & Retrieval
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
• Chatter
• Facebook
• LinkedIn
• SharePoint?




                             14
Key Benefits of Cloud Computing

• On-demand Self-Service - User can order and provision
  services directly – user is empowered to acquire and maintain
  the application
• Basic site can be setup and operating within 30 minutes of
  provisioning
• User/owner can set libraries, folders, security, permissions,
  versions, workflows, and other aspects of site operation
  directly – no IT required
• 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

Porter-Roth Associates        15
Key Benefits of Cloud Collaboration

• Lower initial and startup costs
• No yearly “major version upgrade” costs
  (SP 2003 2007 2010 – how much did that cost?)
• Low barrier to entry, high and quick return possible
• Measured service, pay as you go
• Quality of service (SLA) – reliable and available
• Highly scalable – resources are available when needed
• Rapid elasticity – resources are consumed on-demand
• Outsourced IT for system management
• Vendor provided maintenance
• Device independent (PC, Apple, Tablet, Smartphone)

 Porter-Roth Associates       16
Risks
• Security (physical and data)
• Requires fast Internet connection
• Rapidly changing vendor community and feature sets
• No customization to meet your “unique requirements”
• Compliance may be challenging for regulated industries
• No CIM “standards” – however all basic Internet standards apply
• Customization (it is a configurable application, not customizable
• Company can easily lose control of information without governance
• Lack of (for most) records management
  (unless you use a hybrid, for example – Box + Documentum)
• Inability to manage legal/audit/business holds on any scale
• Could lead to… Silos of Information


Porter-Roth Associates         17
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
Buyer beware – some “cloud” apps are really legacy
applications clothed in an ASP or Hosted model and called a
cloud application or, “cloud ready”…..no standards to prevent
this type of misunderstanding……
 Porter-Roth Associates       18
Cloud Collaboration
                          Who is Using It?

•   Public
•   Private
•   Non-profit
•   Individuals in your company – whether you know it or not
•   Start-ups
•   SMBs
    If you look at the names on any of the CIM sites, they
    are a who’s who of top companies – but, there may be
    only one user at



Porter-Roth Associates           19
Why are They Using It?

• File System consolidation/elimination – file shares,
  eRoom, Lotus, legacy applications
• Next Generation Collaboration – social networking and
  internal collaboration
• Secure External Collaboration – working outside of the
  firewall
• Enterprise mobility – adding smartphones and tablets
• Extending Enterprise Applications – front-ending legacy
  applications – Box to Documentum, Igloo to SharePoint
• As a Platform – used as the primary document
  management system
                            20
Getting Started – Your Next Steps
• Establish a Pilot / Learning System. Form a pilot team that is
  document and collaboration intensive. Include the need to work with
  people outside of your firewall.
• Establish your basic requirements using information from your pilot
  system. Deconstruct your pilot experience and use that to start a
  requirements document to supplement existing requirements.
• Plan for security – use pilot to establish deltas
• Plan for Records Management – use pilot to establish deltas
• Plan for migration – do you plan to migrate large data sets from
  shared drives, eRooms, Lotus, legacy systems?
• Begin to think about Governance and Compliance
• Determine IT’s role – some systems do not require IT for basic
  functions but do for overall security audit and setting up things like
  active directory for adding groups/users and permissioning

Porter-Roth Associates            21
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
• Cloud sites are starting to talk/interact
• Cloud-based IT service and management sites are
  emerging



    Porter-Roth Associates       22
The Future Company
 Today’s Company




       ACME,
        LLC
Cloud Content Management  Presentation

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Cloud Content Management Presentation

  • 1. Cloud Collaboration: Strategies and Technologies Bud Porter-Roth Porter-Roth Associates
  • 2. Porter-Roth Associates • Independent, vendor neutral, consulting in: – Cloud Information Management (CIM) – Electronic Document Management – Document Imaging – Records Management – Workflow – RFP Development • http://www.erms.com • info@erms.com • 415-381-6217 2
  • 3. Agenda • Introduction to Cloud Computing • Cloud Information Management (CIM) • Benefits • Risks • Who is Using CIM • Getting Started – Your Next Steps • The Future 3
  • 4. Cloud Computing 101 Corporate Datacenter Corporate Users Document Management System Traditional access to data within a corporate File Server 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. Porter-Roth Associates 4
  • 5. What is Cloud Information Management (CIM)? CIM is the ability to use Document Management functions and applications in a cloud environment – create, store, retrieve, check in/out, version control, records management, security, search, audit history, etc. For this presentation, we will focus CIM systems that provide (or try to provide) the basic functionality of a standard document & records management system but do it as a cloud-based service. Porter-Roth Associates 5
  • 6. Cloud Collaboration Offerings 1. Simple Storage and Retrieve – very basic and functions like an FTP site. Typically no DM/RM capabilities – but can be useful 2. Simple Collaboration – in addition to storage & retrieval - also includes document management capabilities that allow multiple people to collaborate on content. RM is generally weak. 3. Complex Collaboration – offers a complete environment including storage and retrieval, content management, and office productivity applications such as word processing, spreadsheet, presentations, calendaring, workflow, etc. RM can range from none to good. 4. Functional Applications – offers functional applications such as project management, CRM, ERP, HR in addition to simple storage and retrieval of documents. Generally no DM/RM capabilities. 5. Business & Social Networking – offers the ability for social communities to be formed in addition to simple storage and retrieval of documents. Generally no DM/RM capabilities. Porter-Roth Associates 6
  • 7. 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 • SkyDox • Dropbox • SkyDrive • iCloud Porter-Roth Associates 7
  • 9. Simple Collaboration Allows simple DM/RM (RM is very limited) capabilities such as folders/subfolders, versioning, checkin/out, simple workflows, search, and audit trails. Multiple users can log into the site. • Box.com • Google Docs • Igloo Software • Zoho • Huddle Porter-Roth Associates 9
  • 12. Complex Collaboration Includes DM/RM, office applications, workflow, email, calendaring, workspaces, forums (wiki, blog), and other features. RM is limited or not available depending on the product. • SharePoint (provided as a service) • Office 365 (includes SharePoint) • LotusLive Symphony • Glide • Google Groups • HyperOffice Porter-Roth Associates 12
  • 13. Functional Applications +Simple Storage & Retrieval 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 Porter-Roth Associates 13
  • 14. Business & Social Networking +Simple Storage & Retrieval 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 • Chatter • Facebook • LinkedIn • SharePoint? 14
  • 15. Key Benefits of Cloud Computing • On-demand Self-Service - User can order and provision services directly – user is empowered to acquire and maintain the application • Basic site can be setup and operating within 30 minutes of provisioning • User/owner can set libraries, folders, security, permissions, versions, workflows, and other aspects of site operation directly – no IT required • 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 Porter-Roth Associates 15
  • 16. Key Benefits of Cloud Collaboration • Lower initial and startup costs • No yearly “major version upgrade” costs (SP 2003 2007 2010 – how much did that cost?) • Low barrier to entry, high and quick return possible • Measured service, pay as you go • Quality of service (SLA) – reliable and available • Highly scalable – resources are available when needed • Rapid elasticity – resources are consumed on-demand • Outsourced IT for system management • Vendor provided maintenance • Device independent (PC, Apple, Tablet, Smartphone) Porter-Roth Associates 16
  • 17. Risks • Security (physical and data) • Requires fast Internet connection • Rapidly changing vendor community and feature sets • No customization to meet your “unique requirements” • Compliance may be challenging for regulated industries • No CIM “standards” – however all basic Internet standards apply • Customization (it is a configurable application, not customizable • Company can easily lose control of information without governance • Lack of (for most) records management (unless you use a hybrid, for example – Box + Documentum) • Inability to manage legal/audit/business holds on any scale • Could lead to… Silos of Information Porter-Roth Associates 17
  • 18. 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 Buyer beware – some “cloud” apps are really legacy applications clothed in an ASP or Hosted model and called a cloud application or, “cloud ready”…..no standards to prevent this type of misunderstanding…… Porter-Roth Associates 18
  • 19. Cloud Collaboration Who is Using It? • Public • Private • Non-profit • Individuals in your company – whether you know it or not • Start-ups • SMBs If you look at the names on any of the CIM sites, they are a who’s who of top companies – but, there may be only one user at Porter-Roth Associates 19
  • 20. Why are They Using It? • File System consolidation/elimination – file shares, eRoom, Lotus, legacy applications • Next Generation Collaboration – social networking and internal collaboration • Secure External Collaboration – working outside of the firewall • Enterprise mobility – adding smartphones and tablets • Extending Enterprise Applications – front-ending legacy applications – Box to Documentum, Igloo to SharePoint • As a Platform – used as the primary document management system 20
  • 21. Getting Started – Your Next Steps • Establish a Pilot / Learning System. Form a pilot team that is document and collaboration intensive. Include the need to work with people outside of your firewall. • Establish your basic requirements using information from your pilot system. Deconstruct your pilot experience and use that to start a requirements document to supplement existing requirements. • Plan for security – use pilot to establish deltas • Plan for Records Management – use pilot to establish deltas • Plan for migration – do you plan to migrate large data sets from shared drives, eRooms, Lotus, legacy systems? • Begin to think about Governance and Compliance • Determine IT’s role – some systems do not require IT for basic functions but do for overall security audit and setting up things like active directory for adding groups/users and permissioning Porter-Roth Associates 21
  • 22. 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 • Cloud sites are starting to talk/interact • Cloud-based IT service and management sites are emerging Porter-Roth Associates 22
  • 23. The Future Company Today’s Company ACME, LLC