Managing your Information Assets in the Cloud

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1 Managing your Information Assets in the Cloud

2 Nick Loy, Director, Portfolio Management Documents BancTec Certified Information Professional Enterprise Content Management Practioner Prior to BancTec, was President of Scan Data Imaging President of ARMA Dallas from President of Dallas Chapter of Association of Imaging and Information Managers (AIIM),

3 Agenda What is cloud computing NIST definition Market overview/trends Market Overview ECM/Information Management in the cloud Enterprise File Sync and Share Exploring the different types of cloud computing Private, Public, Hybrid Exploring As a Service IaaS, PaaS, SaaS, others Information Governance and Best Practices for Cloud Computing

4 Get the Book From ARMA International Order yours here: Characteristics of Cloud Computing Cloud Solutions Software as a Service (SaaS) Hosted Applications Benefits and Risks of the Cloud Information Retention & Disposition APIs to Records Management Systems Legal Considerations Records Preservation for Litigation Ephemeral Data The Transnational Problem Recommendations to Mitigate Legal Risk Vendor-Related Considerations Information Management Practices Public vs. Private Clouds Data Location Data Backup and Recovery Data Retention Physical Security

5 Definition of Cloud Computing A standardised IT capability (services, software or infrastructure) delivered via internet technologies in a pay-per-use, self-service way Cloud services are shared services, under virtualised management, accessible over the internet A style of computing where massively scalable IT-related capabilities are provided as a service using internet technologies to multiple external customers

6 Characteristics of a Cloud Environment Dynamic- One of the keys to cloud computing is on-demand provisioning Massively scalable- The service must react immediately to your needs Self-service - As a user, you can use the service as you require Per-usage based pricing model - You should only ever pay for the amount of service you consume

7 Market Trends By 2020, more than 1/3 of the digital universe will either live in, or pass through the cloud

8 Market Trends Cloud revenue is expected to be a $250B by 2017 [Gartner] By 2016, over a quarter of all applications (around 48 million) will be available in the cloud Around 58% of enterprises spend more than 10% of their annual budgets on cloud services. [The Everest group]

9 Cloud Investments Google invests $850M in its data centre infrastructure in Q111 Microsoft invests $500M in Dublin based data centre Apple invests $1Billion in North Carolina data centre

10 Market Trends A recent survey by UBS AG of 101 CIOs in the U.S. and Europe found that more than half would move some workloads to a public cloud, but it would be a gradual process, while a third of respondents said they were moving to a public cloud as quickly as possible. (Wall Street Journal, July 16, 2014)

11

12 Risk vs. Reward

13 Risk vs. Reward

14 Collaboration

15 Information Management in the Cloud 59% are using or planning to use the cloud based service for managing content

16 Information Management in the Cloud

17 Information Management in the Cloud

18 Information Management in the Cloud

19 Information Management in the Cloud

20 Enterprise File Sync and Share

21 Enterprise File Sync and Share

22 Enterprise File Sync and Share

23 According to a New Forbes Survey 41% of workers used an unsanctioned cloud service for document storage in the last 6 months 87% of these workers knew their company had policies forbidding such practices Estimated annual cost to remedy the data loss is about $1.8 billion

24 Information Governance in the Cloud 76% believe employee s are bypassing on premise content management systems in an ad hoc way

25 Information Governance in the Cloud

26 Information Governance in the Cloud

27 Strategies and Polices in the Cloud Public Sector 74% of government and public sector organizations are actively evaluating a move to the cloud 49% Already outsource key service elements such a firewall maintenance and data center management 34% feel that cloud will be the default deployment for all IT applications within 3 years, and 60% within 5 years

28 Information Governance in the Cloud

29 Types of Cloud Public Cloud Available to the general public or large industry group and is owned by an organisation selling cloud services Private Cloud Operated solely for an organisation or company Hybrid Cloud Combination of two of the above, they remain unique entities but are bound together by standardised technologies

30 Public Cloud

31 Private Cloud

32 Hybrid Cloud

33 Information Management in the Cloud

34 As a Service Platform-as-a-Service HaaS Database-as-a-Service Software-as-a-Service Voice-as-a-Service Integration-as-a-Service XaaS Managed Video-as-a-Service DaaS Ruby Cloud Platform-as-a-Service SaaS Computing-as-a-Service Data-as-a-Service Hardware-as-a-Service IaaS Anything-as-a-Service Infrastructure-as-a-Service Everything-as-a-Service Security-as-a-Service

35 As a Service

36 Information Governance As a Service

37 Information Governance in the Cloud Best Practices/Risks On-demand self-service: Unilateral provisioning of computing capabilities Broad network access: Capabilities are available over the network and accessed through standard client platforms such as laptops, workstations, phones or tablets Resource pooling: The platform provider pools computing resources to serve multiple customers using a multi-tenant model, dynamically assigning resources according to customer demand Rapid elasticity: Capabilities can be elastically provisioned and released to scale rapidly Measured service: Resources are controlled and optimized by metering services, allowing resource usage to be monitored, controlled and reported, ensuring transparency to both the service provider and the consumer

38 Characteristics of a Cloud Environment Dynamic- One of the keys to cloud computing is on-demand provisioning Massively scalable- The service must react immediately to your needs Multi-tenant- Cloud computing, by its nature, delivers shared Self-service - As a user, you can use the service as you require Per-usage based pricing model - You should only ever pay for the amount of service you consume IP-based architecture - Cloud architectures are based on virtualised, internet based technologies provisioning

39 Information Governance Best Practices Risks Workshop

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