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Records in the Cloud? My mother always said, “every problem is a people problem.” The Cloud is no different. It is not a technology issue; it is a challenge that can only be addressed with processes that are implemented by people. Cloud computing solutions bring new risks and challenges. Those can be managed. If you have a real business need that can be solved with a Cloud solution, addressing those challenges makes the effort worthwhile.
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#AIIM14 #AIIM14
#AIIM14
You can’t hug a cloud, but you can embrace cloud compu4ng
Monica Crocker, CRM, PMP, CIP Corporate Records Manager
Land O’Lakes @rec_rocker
#AIIM14
Introduc4on
§ Speaker Background § Land O’Lakes Overview
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What Cloud is NOT
§ The” Cloud § The Internet § SaaS § File Sharing Services
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Cloud Compu4ng, Defined
§ Many definiIons § NIST definiIon: NIST DefiniIon: Cloud compuIng is a model for enabling
ubiquitous, convenient, on-‐demand network access to a shared pool of configurable compuIng resources (e.g., networks, servers, storage, applicaIons, and services) that can be rapidly provisioned and released with minimal management effort or service provider interacIon. This cloud model is composed of five essenIal characterisIcs, three service models, and four deployment models.
§ What it is NOT
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Further Defini4on
§ 5 CharacterisIcs of Cloud CompuIng § On Demand Self-‐Service, § Broad network access, § Resource pooling, § Rapid elasIcity and § Measured service
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Even Further Defini4on
§ 3 Service Models of Cloud CompuIng § SoYware as a Service (SaaS), § PlaZorm as a Service (PaaS) and § Infrastructure as a Service (IaaS)
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And yet more Defini4on
§ Four Deployment Models § Private cloud, § Community cloud, § Public cloud and § Hybrid cloud
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Addi4onal Cloud Background
§ Cloud StaIsIcs § Recent Rapid Growth § ConInued, Accelerated Growth Predicted
§ YOUR ORGANIZATION ALREADY HAS CONTENT IN A CLOUD
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Records Management or Informa4on Governance?
§ Records Management Approach to Cloud CompuIng § Records are a subset of InformaIon. § The definiIon of a “record” is a constantly
moving target § Technology explosion and constant regulatory
changes makes it difficult/impossible to be proacIve
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Records Management or Informa4on Governance?
§ InformaIon Governance Approach to Cloud CompuIng § All your organizaIon’s informaIon is in scope § Incorporates:
§ Federal Rules of Civil Procedure (discovery) and other regulaIons § Data privacy § Intellectual property § InformaIon lifecycle management (defensible disposiIon) § Findability (taxonomy) § Business process transformaIon
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Informa4on Governance Considera4ons
§ Regulatory compliance § Ownership of the informaIon § Transfer of the informaIon (to and from) AND the associated metadata § Return of the informaIon (to and from) AND the associated metadata § Vendor subpoenas § InformaIon lifecycle management, including cerIfying destrucIon § Legal Holds § Security – in the cloud and in transit § Increased project complexity
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Benefits of Cloud Compu4ng § Meets current generaIon of users’ expectaIons § Mobile access § BYOD support § CollaboraIon with External Partners § Disaster recovery/business conInuity § Prevents worse informaIon access alternaIves
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Logis4cs of Cloud Compu4ng
§ NegoIate those contract terms! § Block access to “unauthorized” cloud storage? § IdenIfy roles and responsibiliIes § Know what services are subcontracted § Review your insurance coverage § Have the right people review the plan
www.aiim.org/infochaos�
Do YOU understand the business challenge of the next 10 years?
This ebook from AIIM President John Mancini explains.
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Ques4ons?
THANK YOU! Monica Crocker, CRM, PMP, CIP Corporate Records Manager, Land O’Lakes [email protected] @ReC_Rocker 651-‐271-‐5833
