Sometimes you re the bug, sometimes you re the windshield

Transcription

1 Sometimes you re the bug, sometimes you re the windshield

2 Cloud Collaboration: Managing Risk and Retention Bud Porter-Roth Porter-Roth Associates

3 Porter-Roth Associates Independent, vendor neutral, consulting in: Cloud Information Management (CIM) Electronic Document Management Document Imaging Records Management Workflow RFP Development

4 How to make a million dollars in the Records Management business. Start with three million 4

5 Agenda Introduction to Cloud Computing Introduction to Cloud Information Management (CIM) Benefits Risks Can Risks be Mitigated? The Future 5

6 Cloud Computing 101 Corporate Users Corporate Datacenter Corporate Users No Corporate Datacenter Cloud Applications Porter-Roth Associates 6

7 What is Cloud Information Management (CIM)? CIM is the ability to use document management functions and applications in a cloud environment create, collaborate, store, retrieve, check in/out, version control, records management, governance, security, search, audit history, etc. Porter-Roth Associates 7

8 Cloud Collaboration Offerings My Take Simple Store and Retrieve Simple Collaboration Complex Collaboration Functional Applications Business & Social Networking Porter-Roth Associates 8

9 Simple Storage and Retrieval Allows for simple file storage and retrieval. No real document/records management capability. Allows you to share documents by invitation or shared password. Amazon Cloud Drive SkyDrive Mega icloud +many, many more Porter-Roth Associates 9

10 Simple Collaboration Allows simple DM capabilities such as folders/subfolders, versioning, checkin/out, simple workflows, search, and audit trails. No RM, IM, legal. Multiple users can log into the site. Box.com Google Docs Dropbox WatchDox Huddle Porter-Roth Associates 10

11 Complex Collaboration Includes DM/RM, office applications, workflow, , calendaring, workspaces, forums (wiki, blog), and other features. SharePoint (provided as a service) Office 365 (includes SharePoint) SpringCM Alfresco Porter-Roth Associates 11

12 Functional Applications 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 12

13 Business & Social Networking 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 Chatterbox (SalesForce) Facebook LinkedIn YouTube SlideShare 13

14 Benefits Lower initial and startup costs Highly scalable resources are available when needed Rapid elasticity resources are consumed on-demand On-demand Self-Service - User can order and provision services directly Basic site can be setup and operating within 30 minutes User/owner can set libraries, folders, security, permissions, versions, workflows, and other aspects of site operation User can invite other users to share documents Vendor provided maintenance Device independent, made for mobile Porter-Roth Associates 14

15 Risks User is in charge Typically no RM or IM No ediscovery capabilities Inability to manage legal/audit/business holds Allows easy sharing outside of the firewall Security (physical and data) Lost sites will still contain content and.access permissions (which may have changed) No customization (it is a configurable application) Could lead to Silos of Information Porter-Roth Associates 15

16 Can Risks be Mitigated? Given that most cloud applications do not have RM or IM capabilities what can be done to mitigate this issue? Is it really feasible that someone using Dropbox will diligently and consistently move records from Dropbox to???? Even if you have a dedicated RM system, how/who will make the transfer and code the record(s) correctly? Can you, through policies, create manual RM areas in the cloud application to store records? How will that work? Who is responsible for creating the RM area? Will it be in-place or a separate area? Can you create policies that prohibit records from being in a cloud application? Open discussion Porter-Roth Associates 16

17 Context? User Requirements Management Requirements IT Requirements System Design System Implementation 17

18 The Future Company Today s Company ACME, LLC

19 Conclusion and Reality Check From a tweet from a disruptive cloud.com company: What kills innovation faster, legacy software, attorneys, or compliance departments? The implication of course is all of the above! 19

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