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.

1. #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

2. #AIIM14
Introduc4on
§ Speaker
Background
§ Land
O’Lakes
Overview

3. #AIIM14
What
Cloud
is
NOT
§ The”
Cloud
§ The
Internet
§ SaaS
§ File
Sharing
Services

4. #AIIM14
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

5. #AIIM14
Further
Defini4on
§ 5
CharacterisIcs
of
Cloud
CompuIng
§ On
Demand
Self-­‐Service,
§ Broad
network
access,
§ Resource
pooling,
§ Rapid
elasIcity
and
§ Measured
service

6. #AIIM14
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)

7. #AIIM14
And
yet
more
Defini4on
§ Four
Deployment
Models
§ Private
cloud,
§ Community
cloud,
§ Public
cloud
and
§ Hybrid
cloud

8. #AIIM14
Addi4onal
Cloud
Background
§ Cloud
StaIsIcs
§ Recent
Rapid
Growth
§ ConInued,
Accelerated
Growth
Predicted
§ YOUR
ORGANIZATION
ALREADY
HAS
CONTENT
IN
A
CLOUD

9. #AIIM14
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

10. #AIIM14
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

11. #AIIM14
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

12. #AIIM14
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

13. #AIIM14
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

14. www.aiim.org/infochaos
Do
YOU
understand
the
business
challenge
of
the
next
10
years?
This
ebook
from
AIIM
President
John
Mancini
explains.

15. #AIIM14
Ques4ons?
THANK
YOU!
Monica
Crocker,
CRM,
PMP,
CIP
Corporate
Records
Manager,
Land
O’Lakes
MLCrocker@landolakes.com
@ReC_Rocker
651-­‐271-­‐5833