Public cloud storage might look cost-effective at first glance, but AWS, Azure, and Google Cloud will saddle you with egress charges for every file you pull out of the cloud - and these add up quick. So how can you predict your real cloud storage TCO? Cloud content migration strategies frequently overlook file access performance and storage costs. In this session, we will explore how to: • Identify hidden dangers in cloud content storage that are quietly taxing IT budgets • Build specific strategies to help you better forecast your cloud storage investment • Detect cloud cost drivers in your own systems • Protect your organization from runaway cloud costs – Before it’s too late! If you are responsible for cost containment, records/document/archive/content management, or even developing your own in-house applications that require document capture, optimized compression, archiving of documents, this session is for you.

1. Source: “The Data Dilemma.” Document Manager Magazine Online, March 2019
Based on a survey of 2,200 IT decision makers from public and private organizations with 250+ employees across 18 countries and 11 industries
“DELL EMC'S THIRD GLOBAL DATA PROTECTION INDEX REVEALS AN
EXPLOSIVE GROWTH RATE OF DATA OF 569 PERCENT… FROM 1.45
PETABYTES (PB) IN 2016 TO 9.70PB IN 2018”

2. "INITIAL ESTIMATES OF HOW BIG THE BIG DATA MIGHT GET ARE
OFTEN LAUGHABLE WITHIN A YEAR OR TWO.”
- Enterprise Storage Forum
Source: “8 Top Tips for Beating the Big Data Deluge.” Enterprise Storage Forum, December 2017

3. “PUBLIC CLOUD STORAGE MIGHT BE CHEAPER PER TB, BUT IF
YOU DON’T PAY ATTENTION TO ALL FEES, COSTS CAN RISE
ALARMINGLY.”
- Enterprise Storage Forum
Source: “Cloud Storage vs. In-House: 12 Reasons to Stay On-Prem.” Enterprise Storage Forum, November 2016

4. Storage Cost Variance
 ECM SaaS environments: $10-30/GB per month
 CRM SaaS Solutions: $5/GB per month
 Public Cloud Providers: $18-70/TB per month
The Wild West of Cloud Storage Costs
Examples
 500GB = $60,000/year
 1TB = $60,000/year
 150TB = $44,000 - $133,000
 *depending on infrastructure usage profile
0 5 10 15 20
ECM SaaS environments
CRM SaaS Solutions
Public Cloud Providers
$ per GB per month
$ per GB per month
Is this the whole story?

5. Considerations: Egress Charges
“Although lower storage costs are a major draw, all IT pros are convinced that the cost-savings
benefits of migrating data to the cloud may never materialize. In fact, nearly half (49 percent) of
respondents who are considering a move said cost was the biggest barrier to cloud storage
adoption.”
“Data egress charges, incurred when data is transferred out of a cloud storage account, are a
particularly thorny aspect of budgeting for cloud storage.”
- Druva 2017 AWS Cloud Data Protection Survey,
Enterprise Storage Forum

6. Review your content by type – Which file types are taking up the most space?
 Image files are a major offender (TIFF, JPEG, and scanned PDF’s)
 Audio and Video content
Do you have a ticking time bomb?
How much additional content are you adding monthly/yearly?
 Is it increasing over time?
 Do you have insight into upcoming acquisitions or internal migrations?

7. Do you have a ticking time bomb?
What are you paying today (storage and access)?
 Do storage and access costs fit the profile of your active and
deep archiving strategy?
 Will your access profile change over time?
 Identify methods for limiting egress costs
 Strategy will vary depending on your cloud solution
provider
Source: “How to limit egress costs within AWS and Azure.” Veeam.
https://www.veeam.com/blog/limit-aws-azure-data-transfer-costs.html

8. How do I defuse it?
Create three content buckets
Do I need it? Where and how long do I need to keep it? Can I optimize it?

9. Do I need it?
What really needs to be kept around?
 Partner with the business to determine this!
Avoid storage policies that create rogue users!
 They feel forced to keep content on laptops, USB drives or personal cloud storage?
 Are shared drives being used while not being properly managed and maintained?

10. Where and how long do I need it?
Review and Implement a Retention Policy
 Are you leveraging retention management across the enterprise?
 What legal and regulatory requirements are in place for your organization?
 Partner with business users to establish a Record Retention Policy (RRP) that clearly defines the retention and destruction of documents and
other records maintained
Leverage lower cost storage options for static content (that you won’t access as much)
 Active Archive: you’ll want faster access, likely higher cost, but still want to mitigate wild I/O and data egress added costs
 Deep Archive: relegate to lower cost providers that you don’t need to rely on for daily/weekly access

11. Can I optimize it?
Is advanced document compression to PDF an option?
 Leverage content that can benefit from compression: tiffs, jpgs and scanned PDFs
 Run tests on real documents to make sure you’re getting the outcome you’re looking for and expecting

12. Compression
Examples

13. Compression Example - Bitonal Invoice
Original TIFF image – 141 KB
Compressed, searchable PDF – 34 KB (76% smaller)

14. Compression Example - Color Invoice
Original TIFF image – 526 KB
Compressed, searchable PDF – 39 KB (93% smaller)

15. Compression Example - Magazine Page
Original JPEG image – 7,029 KB
Compressed, searchable PDF – 60 KB (99% smaller)

16. Compression Example - Large Drawing
Compressed, searchable PDF – 948 KB (80% smaller)Original vector drawing (PDF) – 4,638 KB
Page size: 48 in. x 24 in.

17. What would that mean at 50% average compression?
Before:
 ECM: 1TB = $120,000/year
 CRM: 1TB = $60,000/year
 AWS: 150TB = $133,000/year
After:
 ECM: 1TB = $60,000/year
 CRM: 1TB = $30,000/year
 AWS: 150TB = $66,500/year
Annual IT Savings:
 ECM: $60,000/year
 CRM: $30,000/year
 AWS: $66,500/year

18. Can I even convert my files to PDF/A?
 Check your industry regulatory requirements
 Most allow for a reproduction of the original document
 Banks/Financial Services: “Records that document a bank’s compliance with the BSA can be maintained in many forms including original,
microfilm, electronic, copy, or a reproduction.” – FFIEC
 Health Insurance: “The Medicare program does not have requirements for the media formats for medical records… needs to be in its original form
or in a legally reproduced form, which may be electronic.” – Centers for Medicare and Medicaid Services
 Legal: “Electronic documents must be submitted in or converted to a nonproprietary format determined by the court that… can be rendered with
high fidelity to originals; is easily accessible by the public; and is searchable and tagged when possible.” – Supreme Court of Nevada
Sources:
“Appendix P – BSA Record Retention Requirements – BSA/AML – ffiec.” Federal Financial Institutions Examination Council. https://www.ffiec.gov/bsa_aml_infobase/pages_manual/OLM_116.htm
“Medical Record Retention and Media Formats for Medical Records”. Centers for Medicare and Medicaid Services. https://www.cms.gov/Outreach-and-Education/Medicare-Learning-Network-MLN/MLNMattersArticles/downloads/SE1022.pdf
“Nevada Electronic Filing and Conversion Rules.” Supreme Court of Nevada. https://www.leg.state.nv.us/CourtRules/NEFCR.html

19. Can I even convert my files to PDF/A?
Problems with storing content in its original format:
 Viruses: File formats that allow for Java script or macros (Office file formats, PDF)
 Active content: Similar issues to viruses
 Store documents in file formats that are safe to be archived (PDF/A)
 It’s expensive, difficult to manage: Need licenses and readers to support various archived
content formats
 Not only is it typically allowed, it is generally a best practice to convert
to a long-term archiving format
 PDF/A = ISO Certified global industry archiving standard

20. Compression Vendor Selection: What to Look For
• Ownership of Compression Technology
• In-House expertise – Better support
• Listen to customers and enhance solution based on feedback
• No middlemen – Faster response times

21. Compression Vendor Selection: What to Look For
• Enterprise Experience
• Has the vendor launched successful implementations with enterprise clients?
• Can they help you identify conversion issues you may not be thinking of? (PDFs with
attachments, XFA forms)
• Advanced exception handling

22. Compression Vendor Selection: What to Look For
• Quality of Compression
• MRC Compression is a must
• Lossless compression methods protect your archived content
• How Well Does the Software Scale?
• Automatic scaling helps enterprises better adapt to changes in demand
• This also shields your budgets from under-scoped and over-scoped projects
• Does it avoid single points of failure from disrupting your processes?
• Compatibility
• Stay away from proprietary file formats – avoid need for special file viewers

23. Q&A

24. Compress your own documents live at the Foxit Booth
(And enter our Amazon Kindle giveaway)
Talk to us after the session to get these slides via email
Contact: Kai Wille kai@foxitsoftware.com
Do More With Documents
About Foxit
• Foxit has over 15 years experience integrating into OpenText environments
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