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To Cloud or Not to Cloud for Transaction Document Production

To Cloud or Not to Cloud - If you're in a transaction production environment, should you move to the Cloud? What does the Cloud mean for transaction document operations? For transaction archives? For customer support and end user access to transaction documents?
What do you need to know about The Cloud to make the decisions whether To Cloud or Not To Cloud?

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To Cloud or Not to Cloud for Transaction Document Production

  1. 1. To Cloud or Not to Cloud for Transaction Document Production Stephen D. Poe Nautilus Solutions
  2. 2. Transaction Docs & the Cloud Our Agenda <ul><li>What is This ‘Cloud’? </li></ul><ul><li>How is it Applicable to Transaction Document Production? </li></ul><ul><li>Cloud Concerns </li></ul><ul><li>To Cloud or Not to Cloud? </li></ul><ul><li>Entering The Cloud </li></ul>
  3. 3. What is this ‘Cloud’
  4. 4. A Bit of History <ul><li>Cloud concept first described by John McCarthy in the 1960s </li></ul><ul><ul><li>&quot;computation may someday be organized as a public utility&quot; </li></ul></ul><ul><li>My first Cloud </li></ul><ul><ul><li>GE Timesharing, 1970-1974 </li></ul></ul><ul><ul><ul><li>Using a TTY communicating via an acoustic coupled modem </li></ul></ul></ul><ul><li>“ Cloud Computing” term first used in 1997 </li></ul><ul><li>Amazon Web Service (AWS) launched 2006 </li></ul>
  5. 5. Another Historical View
  6. 6. The Cloud <ul><li>Remote computing over a network </li></ul><ul><li>Very thin client/server </li></ul><ul><ul><li>Typically, only a Web browser on the client machine </li></ul></ul>
  7. 7. Cloud Acceptance <ul><li>Although growth rate is very high, still a small % of overall IT spending </li></ul>
  8. 8. Levels of Clouds Source: Microsoft
  9. 9. Levels of Clouds <ul><li>The Cloud can be used as: </li></ul><ul><ul><li>IaaS </li></ul></ul><ul><ul><ul><li>As a remote server to run your IT on </li></ul></ul></ul><ul><ul><li>PaaS </li></ul></ul><ul><ul><ul><li>As a remote platform to run your applications on </li></ul></ul></ul><ul><ul><li>SaaS </li></ul></ul><ul><ul><ul><li>As a remote provider who provides a turnkey operation to you </li></ul></ul></ul>
  10. 10. Public vs. Private Clouds <ul><li>Public Cloud </li></ul><ul><ul><li>Servers and infrastructure are owned by an external organization and are shared </li></ul></ul><ul><ul><ul><li>Your organization rents time on them </li></ul></ul></ul><ul><ul><ul><li>As do many other organizations </li></ul></ul></ul><ul><li>Private Cloud </li></ul><ul><ul><li>Your organization sets up an internal Cloud behind your firewall for your organization’s departments to run on </li></ul></ul><ul><ul><ul><li>Or an external vendor sets up a Cloud for your organization’s exclusive use </li></ul></ul></ul><ul><ul><li>May still do same type of charging as a Public Cloud vendor </li></ul></ul><ul><li>Hybrid Clouds </li></ul><ul><ul><li>Many variations of the above two </li></ul></ul>
  11. 11. Public vs. Private Clouds How does the appeal of private clouds in your organization compare with that of using public clouds? Source: IDC’s IT Cloud Services Survey, 2Q10
  12. 12. Cloud Cost Advantages Source: Microsoft
  13. 13. How is it the Cloud Applicable to Transaction Document Production?
  14. 14. Transaction Document Production Options in the Cloud <ul><li>Moving parts of your transaction document production process to The Cloud; e.g., </li></ul><ul><ul><li>Document composition </li></ul></ul><ul><ul><li>Document reengineering </li></ul></ul><ul><ul><li>Postal hygiene, presort, electronic postsort </li></ul></ul><ul><ul><li>Document archive </li></ul></ul><ul><ul><ul><li>Archive of record </li></ul></ul></ul><ul><ul><ul><li>Archive for customer support and end users </li></ul></ul></ul><ul><li>Process control and monitoring (ADF) </li></ul>
  15. 15. The Cloud or a Service Bureau?
  16. 16. The Cloud for Archive
  17. 17. Cloud Printing Service Providers <ul><li>Provider offering multiple print options </li></ul><ul><ul><li>Centralized and decentralized </li></ul></ul><ul><ul><li>Quick response, shipping </li></ul></ul><ul><li>Currently mostly business printing oriented </li></ul>
  18. 18. Potential Applicability <ul><li>Functionality </li></ul><ul><ul><li>ADF </li></ul></ul><ul><ul><li>Archive </li></ul></ul><ul><ul><li>Document retrieval and display </li></ul></ul><ul><ul><ul><li>Customer Support </li></ul></ul></ul><ul><ul><ul><li>End use display </li></ul></ul></ul><ul><ul><li>Document composition </li></ul></ul><ul><ul><li>Document reengineering </li></ul></ul><ul><ul><li>Mail/postal hygiene and cost reduction </li></ul></ul>
  19. 19. Potential Benefits <ul><li>22% increase in firms seeking external document outsourcing solutions from 2009 to 2011 </li></ul><ul><ul><li>Adds a new outsourcing alternative </li></ul></ul><ul><li>SMB gaining inexpensive access to enterprise-level applications </li></ul><ul><li>Lower start-up and capital costs </li></ul><ul><li>Reduced IT investment and lower IT operational budget </li></ul><ul><li>Less need for specific technical skills in-house </li></ul><ul><li>Lower cost to meet volume spikes </li></ul><ul><li>Better Disaster Recovery </li></ul>
  20. 20. Cloud Concerns
  21. 21. CIO Cloud Concerns Source: Gartner CIO Survey
  22. 22. Availability <ul><li>Example: Amazon.com outage April 2011 </li></ul><ul><ul><li>4 days down for some clients </li></ul></ul><ul><ul><ul><li>Drop to 98.9% annual up time just for this incident </li></ul></ul></ul><ul><ul><li>Some loss of client data </li></ul></ul><ul><ul><li>Clients who configured themselves well were not affected </li></ul></ul><ul><li>What are the SLAs? </li></ul><ul><ul><li>What are the penalties? From a major supplier’s boilerplate: </li></ul></ul><ul><ul><ul><li>“ Unless otherwise provided in the [Acme] Agreement, your sole and exclusive remedy for any unavailability or non-performance of [Acme] or other failure by us to provide [Acme] is the receipt of a Service Credit (if eligible) in accordance with the terms of this SLA or termination of your use of [Acme].” </li></ul></ul></ul>
  23. 23. Compliance <ul><li>Most of the transaction space is regulated </li></ul><ul><ul><li>Does your Cloud provider meet: </li></ul></ul><ul><ul><ul><li>Current HIPAA, PCI, SOX, ‘xyz’ regulations? </li></ul></ul></ul><ul><ul><ul><li>Are they committed to meeting future regulatory changes? </li></ul></ul></ul><ul><li>Are you multinational? </li></ul><ul><ul><li>Where are the Clouds physically located? </li></ul></ul><ul><ul><ul><li>Where will they be located tomorrow? </li></ul></ul></ul><ul><ul><ul><ul><li>China is making a major push to be a cheap home for Cloud server farms </li></ul></ul></ul></ul><ul><ul><li>Is data crossing transnational borders? </li></ul></ul><ul><ul><li>Does your Cloud provider meet regulations in all countries you will access the Cloud from? </li></ul></ul><ul><ul><ul><li>How about conflicting regulations, such as US eDiscovery rules vs. EU Privacy laws? </li></ul></ul></ul>
  24. 24. Costs <ul><li>Pricing based on Usage </li></ul><ul><ul><li>May be hard to gauge ‘usage’ </li></ul></ul><ul><ul><ul><li>How is ‘usage’ measured? </li></ul></ul></ul><ul><ul><ul><li>What are normal usage costs? </li></ul></ul></ul><ul><ul><ul><li>What are peak usage costs? </li></ul></ul></ul><ul><li>Pricing </li></ul><ul><ul><li>For how long are your prices guaranteed? </li></ul></ul><ul><ul><li>Expansion/contraction pricing? </li></ul></ul><ul><li>Lock In </li></ul><ul><ul><li>What are potential lock-in costs? </li></ul></ul><ul><ul><li>How much will it cost you to move? </li></ul></ul>
  25. 25. Data Usage <ul><li>Are you moving large data sets between the end user(s) and the Cloud? </li></ul><ul><ul><li>What does this do to Internet bandwidth and WAN/LAN bandwidth? </li></ul></ul><ul><ul><li>Are there any additional costs for higher bandwidth access to your Cloud? </li></ul></ul>
  26. 26. Data Ownership <ul><li>You own your data </li></ul><ul><li>But who owns IP and data developed and modified by The Cloud staff? </li></ul><ul><ul><li>Example – in a SaaS, if the Cloud personnel develop an overlay or write business rules for you, who owns the code/objects developed? </li></ul></ul><ul><li>What are the conditions to retrieve all of your data and IP? </li></ul>
  27. 27. Licensing <ul><li>If you own the software and the Cloud runs it (i.e., IaaS or PaaS): </li></ul><ul><ul><li>How many licenses do you need? </li></ul></ul><ul><ul><li>What type of variable licenses do your vendors offer? </li></ul></ul><ul><ul><li>How can you satisfy your vendors regarding fair usage? </li></ul></ul><ul><ul><li>Are their issues if your licenses are running in another/multiple countries? </li></ul></ul>
  28. 28. Privacy <ul><li>Who can access the data? </li></ul><ul><ul><li>What if it’s stored in a foreign country? </li></ul></ul><ul><ul><li>Google is reported to use servers in China to deliver Cloud services. </li></ul></ul><ul><ul><ul><li>What are China’s data privacy laws? </li></ul></ul></ul><ul><ul><li>Again, how about conflicting privacy regulations </li></ul></ul><ul><ul><ul><li>US eDiscovery vs. EU Privacy? </li></ul></ul></ul><ul><li>What are the privacy laws in all the countries the Cloud servers are in now and in the future? </li></ul>
  29. 29. Risk <ul><li>Corporate acceptable level of risk </li></ul><ul><ul><li>To allow corporate data to be held and processed off-site </li></ul></ul><ul><li>What level of risk is acceptable to your organization? </li></ul><ul><ul><li>What level of risk is posed by moving to The Cloud? </li></ul></ul><ul><ul><li>What level of risk is posed by staying in-house? </li></ul></ul>
  30. 30. Security <ul><li>Public Cloud provider? </li></ul><ul><ul><li>How good is their security? </li></ul></ul><ul><ul><li>DropBox.com log-in issue </li></ul></ul><ul><ul><ul><li>Bug allowed anyone to access any account </li></ul></ul></ul><ul><ul><ul><ul><li>For four hours on a Sunday morning </li></ul></ul></ul></ul><ul><li>Private Cloud </li></ul><ul><ul><li>Can your IT department do better? </li></ul></ul>
  31. 31. To Cloud or not to Cloud?
  32. 32. To Cloud or Not to Cloud? <ul><li>Remember – this is just another insource/outsource decision </li></ul><ul><li>Yes, there are risks </li></ul><ul><ul><li>But could you do better in-house? </li></ul></ul><ul><ul><li>How risk-averse is your organization? </li></ul></ul><ul><ul><li>How cost conscious is your organization? </li></ul></ul><ul><li>Which is more cost effective? </li></ul><ul><ul><li>Develop a 2-3 year Total Cost of Ownership report for both options </li></ul></ul><ul><ul><ul><li>May be an expensive report to develop </li></ul></ul></ul><ul><ul><ul><li>But you’re likely to learn a lot that will also help you elsewhere </li></ul></ul></ul>
  33. 33. Entering The Cloud
  34. 34. Five Phases <ul><li>Define the Cloud </li></ul><ul><ul><li>What are your goals? What business objectives do you want to accomplish by moving to the Cloud? What are your primary objectives? And who is the Senior Manager Champion and the Project Manager for the overall move to the Cloud? </li></ul></ul><ul><li>Test the Cloud </li></ul><ul><ul><li>Identify and implement several small cloud pilot projects. Use this phase to learn, set standards, develop polices and procedures, increase internal skill sets, start discussions with vendors regarding software licensing (IaaS & Paas) </li></ul></ul><ul><li>Validate the Cloud </li></ul><ul><ul><li>Expand your pilot projects enough to demonstrate real ROIs or show that they can actually meet the business goals set in Phase 1 </li></ul></ul><ul><li>Scale the Cloud </li></ul><ul><ul><li>Start moving and implementing more projects and applications </li></ul></ul><ul><li>Exploit the Cloud </li></ul><ul><ul><li>Expand Cloud usage based on what has been learned to date. Explore new or novel opportunities based on the first four phases. </li></ul></ul>
  35. 35.  A Cloud Checklist  <ul><li>A full checklist is far, far beyond the scope of this presentation </li></ul><ul><ul><li>The checklist will need to be tailored to your organization, environment, and business needs </li></ul></ul>
  36. 36. A Cloud Checklist for Transaction <ul><li>What are your business goals in potentially moving to the Cloud? </li></ul><ul><ul><li>Do you have specific metrics for each of these goals? </li></ul></ul><ul><li>What level of Cloud makes most sense? </li></ul><ul><ul><li>IaaS, PaaS, SaaS? </li></ul></ul><ul><ul><li>Or different for different applications? </li></ul></ul><ul><li>Private or Public? </li></ul><ul><ul><li>Or Hybrid? </li></ul></ul>
  37. 37. A Cloud Checklist for Transaction <ul><li>What are potential pilot applications? </li></ul><ul><li>If public (or private farmed out) </li></ul><ul><ul><li>Who develops the RFP? </li></ul></ul><ul><ul><li>Who’s on the list? </li></ul></ul><ul><li>Who manages it in-house? </li></ul><ul><li>What’s the definition of ‘success’ </li></ul><ul><li>How often do you review? </li></ul>
  38. 38. For More Information <ul><li>Stephen D. Poe, EDP, CSM, CSPO </li></ul><ul><li>Nautilus Solutions </li></ul><ul><li>+1.214.532.0443 </li></ul><ul><li>[email_address] </li></ul><ul><li>LinkedIn: linkedin.com/in/sdpoe </li></ul>