AIIM/ARMA Cloud Collaboration Presentation
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Transcript of AIIM/ARMA Cloud Collaboration Presentation
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Joint Meeting
Cloud Collaboration: Strategies and Technologies
Bud Porter-Roth
Porter-Roth Associates
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Porter-Roth Associates • Independent, vendor neutral, consulting in:
– Electronic Document Management
– Document Imaging
– Records Management
– Workflow
– RFP Development
• http://www.erms.com
• 415-381-6217
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Agenda
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Cloud Computing 101 Corporate Users Corporate Datacenter
Traditional access to
data within a corporate
environment
Cloud Computing
Example
Corporate Users
Cloud
Applications
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No Corporate Datacenter
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.
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Cloud Computing 201
• NIST Definition of Cloud Computing
“Cloud computing is a model for enabling ubiquitous, convenient, on-demand network access to a shared pool of configurable computing resources (e.g., networks, servers, storage, applications, and services) that can be rapidly provisioned and released with minimal management effort or service provider interaction”
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What is Cloud Collaboration?
Cloud collaboration is the ability to use DM applications in a cloud environment.
We will focus on document and records management - a cloud-based collaborative system that provides the basic functionality of a standard document and records management system.
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Some Cloud Essentials • SaaS – Complete operating environment
with applications, management, user interface
• PaaS – Provides virtual machines, operating systems, applications, development environments for application development
• IaaS – Provides virtual machines, virtual storage, virtual infrastructure, and S/W & H/W assets that can be provisioned for hosting applications
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Software as a Service Applications
SaaS
PaaS
IaaS
Collaboration
Business Processes
CRM/ERP/HR
Applications
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Platform as a Service MiddleWare
SaaS
PaaS
IaaS
Middleware
Database
Development Tooling
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Your company
logo here – build
your own app
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Infrastructure as a Service Machine Room (Virtual)
SaaS
PaaS
IaaS Servers
Networking
Storage
Data Center
Your company
logo here – IaaS hosts
your own app
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Services Summary
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Deployment Models
• Public Cloud - A public cloud is one
based on the standard cloud computing model, in which a service provider makes resources, such as applications and storage, available to the general public over the Internet. Public cloud services may be free or offered on a pay-per-usage model.
• MS Office 365, Box.net, DropBox, etc.
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Deployment Models • Private Cloud - Private cloud is the
implementation of cloud services on resources that are dedicated to your organization, whether they exist on-premises or off-premises. With a private cloud, you get many of the benefits of public cloud computing—including self-service, scalability, and elasticity—with the additional control and customization available from dedicated resources.
• Deployed as a private service through a cloud provider or deployed (and built) internally
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Deployment Models
• Community Cloud – A community cloud infrastructure is shared by several organizations and supports a specific community that has shared concerns (e.g., mission, security requirements, policy, and compliance considerations). It may be managed by the organizations or a third party and may exist on premise or off premise.
• Deployed through a cloud services company for Associations, schools, public consortiums, government clouds – federal, state, county – see www.apps.gov
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Deployment Models
• Hybrid Cloud – A hybrid cloud
infrastructure is a composition of two or more clouds (private, community, or public) that remain unique entities but are bound together by standardized or proprietary technology that enables data and application portability.
• Deployed through a cloud services company and a private company’s internal cloud
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Cloud Collaboration Offerings
• Simple storage and retrieval
• DM capabilities with storage and retrieval
• Complete “environment” for DM
• Application Oriented with DM
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Simple Storage and Retrieval
Allows for simple file storage and retrieval.
No real document management capability and may allow you to “share” documents by email invitation or shared password.
• Amazon Cloud Drive
• SkyDox
• Dropbox
• SkyDrive
• iCloud
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SkyDox
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Complex DM Capabilities
Allows simple DM capabilities such as folders/subfolders, versioning, checkin/out, simple workflows, search, and audit trails. Multiple users can log into the site.
• Box.net
• Google Docs
• Igloo Software
• Zoho
• Huddle
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Box.net
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box.net
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Complete Environments
Includes DM, workflow, email, calendaring, workspaces, forums (wiki, blog), and other features
• SharePoint (provided as a service)
• Office 365 (includes SharePoint)
• LotusLive Symphony
• Glide
• Google Groups
• HyperOffice
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Application Oriented with DM
• Basecamp – Project management software with collaboration capabilities
• Moxie Soft - CRM
• Salesforce – CRM
• Jive – Social software
• Yammer – Social Software
• Workday – HR Software
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Distinguishing Features of Cloud Computing
• User empowerment
• On-demand self-service provisioning
• Measured service, pay as you go
• Standardized processes
• Device & location independence
• Reliability and fault-tolerance
• Resource pooling
• Rapid elasticity/Scalable
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Key Benefits of Cloud Computing
• Lower costs
• No upgrade costs
• Low barrier to entry, high return
• Quality of service (SLA)
• Reliability
• Outsourced IT for system management
• Simplified maintenance
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Key Benefits of Cloud Collaboration
• User can order and provision services directly
• Basic site can be setup and operating within 30 minutes of provisioning
• User/owner can set libraries, folders permissions, versions, workflows, and other aspects of site operation directly – no IT
• 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
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Risks
• Security (physical and data)
• Immature technology
• Rapidly changing vendor community
• Evolving feature set
• Complex pricing structure
• ROI may not be readily calculated
• Compliance is problematic
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Risks • Customization (lack of)
• Requires Internet connection
• Latency – can be slow = frustration
• Transaction control (stateless system)
• IT has a lesser role (can be good or bad)
• Company can easily lose control of sites and information without governance
• Lack of (for most) true records management (unless you use a hybrid–box + Documentum)
• Inability to manage legal holds
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Risks
• No “standards” (more on this)
• No Interoperability (which leads to)
• Vendor lock-in
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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 30 Porter-Roth Associates
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Cloud Collaboration Who is Using It?
• Public
• Private
• Non-profit
• Individuals – whether you know it or not
• Start-ups
• SMBs
If you look at the names on any of the sites, they are a who’s who of top names
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Cloud Collaboration Is it Right for You?
• Only larger providers can handle a real enterprise-wide system
• Different departments in the same company use it as a standalone solution for a specific application
– May not work for high-volume transaction specific applications
– May not work for compliance required applications – HIPAA, SOX, RM,
– May “feed” other applications like a DMS
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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
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Today’s Modern Company (no IT required, no installed S/W)
ACME, LLC
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AIIM Recommended Practice Report on Cloud Collaboration
• Working with AIIM Standards to develop a Recommend Practice Report
• Aimed at the user community
• Focus on cloud technologies as they relate to document management and collaboration activities
• Topics include document management, records management, workflow, security, and standards – among others
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• Do survey!!!
• Do book