This presentation was given at the AIIM 2013 conference in New Orleans.

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#AIIM12
#AIIM13
5 Steps to Securing Your Cloud
Content and Staying Out of Jail
Bud Porter-Roth
Consultant
Porter-Roth Associates
@BudPR

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Bud Porter-Roth
Porter-Roth Associates
Information Management
415-381-6217
budpr@erms.com
@BudPR

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Step 1 –Where Is Your Content?

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A Quick Story
 “Mr. X” Creates a file in a file share that is synced to Dropbox
 Sync moves file to Dropbox – 3 people review file
 Author emails file to someone not in Dropbox
 Dropbox people change file and save it back
 Sync moves changed file back to file share
 Email person changes file and sends it back via email
 Original author shares file on Yammer to an interested person
who saves, changes, and shares back
 Yammer person, at lunch, opens file on iPad and then shares
with another person
 How many copies are out “in the wild?”

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Where is Your Content?
Does Dropbox keep backups of my files?
Even if your computer has a meltdown, your stuff is always safe in Dropbox and can be
restored in a snap.
In fact, if you're using the Dropbox desktop application, your files are backed up several
times. The primary copy on your computer's hard drive is synced online and that copy
is then backed up again for safety. If you are using Dropbox to sync files between
multiple computers, your files are backed up on those computers as well. If that isn't
enough, Dropbox also keeps backups of all of your deleted and changed files too.
All files synced by Dropbox are encrypted and stored securely on Amazon's Simple
Storage Service (S3) over several data centers.
If you have the Packrat add-on, Dropbox saves those files for as long as you have the
Packrat add-on. With Packrat, you never have to worry about losing an old version of a
file.

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Where is Your Content?
Q: Where is my data stored? Amazon S3 offers storage in the US Standard, US West
(Oregon), US West (Northern California), EU (Ireland), Asia Pacific (Singapore), Asia
Pacific (Tokyo), Asia Pacific (Sydney), South America (Sao Paulo), and AWS GovCloud
(US) Regions. You specify a Region when you create your Amazon S3 bucket. Within
that Region, your objects are redundantly stored on multiple devices across multiple
facilities.
Amazon S3 and Amazon Glacier automatically replicate data across multiple data
centers in order to provide higher durability and designed to provide
99.999999999% durability. That's data durability the easy way. With Amazon Glacier,
customers can reliably store large or small amounts of data for as little as $0.01 per
gigabyte per month.

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 Kevin uses the corporate Team Dropbox acct
 Sally has her own Dropbox acct
 Bill, the PM, uses the corporate Basecamp &
Workday acct
 Rodger, a consultant – personal SugarSync acct
and uses an IPad exclusively
 Accounting uses NetSuite
Step 2 – Who Owns Your Stuff?

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Who Owns Your Stuff?
 You own your stuff except when….
 You break the contract rules
 Your data is not in the US, or where you work
 Your data is subject to a legal proceeding
 Your CSP is not compliant
 HIPAA
 SOX
 GLBA

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Step 3 – Is My Content Indexed?
Can I search for it?
 Diverse “storage areas” will not have same
indexing capabilities
 Diverse “storage areas” will not have same
search capabilities
 Many CSPs have no concept of managed
metadata or search structures that we have
used for 20 years in legacy systems
 Many systems depend on folder/file structures
or simple search of title or content

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Step 3 – Is My Content Indexed?
Can I search for it?
Index
BYOD
Cloud File
Share
Corporate
File Share
Corporate
Database
Taxonomy

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Step 4 – eDiscovery
 eDiscovery means legal holds on content
 eDiscovery targets…..
 All devices synced to Dropbox (BYOD)
 Corporate file shares and other repositories
 All cloud applications (CSPs)
 Dropbox
 Workday
 NetSuite
 Basecamp
 + any application used for personal/business?
 Have you listed sites with Legal for eDiscovery?
 How do you place a hold on Dropbox and Workday?
 Are you sure you own the data?

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Step 4 – eDiscovery
No results found. Please revise your search and try again.
No results found. Please revise your search and try again.
eDiscovery
electronic discovery
Search help
Search help

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Step 5 – Information Governance
Records
Management
Information
Governance
Privacy
(PII)
Compliance
Audit
Security
Legal Holds
eDiscovery
Archiving
Unstructured
Data
Structured
Data
Business
Legal
IM
IT

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Questions?