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A Cloud Content Management Silver Bullet
April 24, 2013
Joe Shepley, PhD
1. Introduction
2. What is cloud content management?
3. Why is cloud content management relevant to records and information management (RIM)?
4. What’s the solution to RIM in the cloud?
5. Recommendations and next steps
Agenda
© Doculabs, Inc. 2013
Introduction: About Me
• Vice President and Practice Leader, Doculabs, Inc.
— Industry specialties include Insurance, Financial Services, Health Care, Mining, Oil and Gas, Manufacturing
— Practice specialties include e-discovery, Enterprise 2.0, information architecture, records and information management program and governance development
• Frequent speaker at industry events (e.g. AIIM, EFM, IBM, ARMA)
• Regular contributor to ASPE IT Blog
• Self-publish two blogs
― Agile Ramblings – topics in Enterprise Content Management (ECM)
― The Intentional Leader – topics in leadership and organizational transformation
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© Doculabs, Inc. 2013
Introduction: About Doculabs 4
Doculabs consultants are experts in enterprise social collaboration and content management. We deliver highly actionable and comprehensive strategic plans and roadmaps that help our clients achieve their business goals, create competitive advantage, and reduce risk. Our services help organizations govern information for the benefit of internal and external constituents through enhanced customer communications, e-discovery, records management, and collaboration processes.
Quick Facts • Founded in 1993 • Headquartered in Chicago • Privately held • Delivered more than 1,000 engagements
to over 500 customers
© Doculabs, Inc. 2013
What do I mean by “cloud”? 5
• In a facility not controlled by the organization that owns the data stored there
Off-premises storage
• Ongoing fees for the use of the storage, rather than a one-time fee for the hardware that provides the storage
Paid for through a subscription
model
• In a facility where the data from multiple organizations is stored in the same hardware environment
Multiple tenant
© Doculabs, Inc. 2013
What do I mean by “cloud content management”? 6
Content management application
Content storage
Content management application
Content storage
Content management application and content storage
BUCKET APP
BUCKET & APP
© Doculabs, Inc. 2013
Why is cloud CM relevant to records and information management? 7
•Retention is not the issue; provider SLAs focus on keeping content safely forever
•How providers will enable disposition of content in accordance with corporate RM policies is far from certain
Disposition
•À la off-site paper storage, will likely be expensive and difficult to bring content back inhouse
•Short-term savings may be erased by longer term risk/cost Exit strategy
•Ability to execute legal holds
•When you delete content, is it really gone? E-discovery
•Cloud can wrongly be seen as a “fix” for costs/risks of over-retention
• Information lifecycle management (ILM) hygiene remains status quo or worsens
Information lifecycle management
© Doculabs, Inc. 2013
What’s the solution to RIM in the cloud?
Beats me
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But here’s what I do know:
• This stuff is too new to determine exactly what to do about any of it, other than to raise red flags and caution against moving too quickly
• Anyone who says otherwise either doesn’t know what they’re talking about or has a hidden agenda (or both)—so beware
© Doculabs, Inc. 2013
So now what?
Before you start breathing into a paper bag, keep a few things in mind:
– Distinguish between the risk of the problem (current storage approaches) versus the risk of the solution (going to the cloud)
– Your organization is probably not doing such a great job with non-cloud RIM, whether paper or electronic
• Worry less about the problems the cloud poses than trying to get RIM in general on solid footing
• Start with the important 20th Century challenges to basic retention and (especially) disposition, which just about all of us are still facing in 2013 at just about all organizations
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© Doculabs, Inc. 2013
Recommendations and Next Steps
• Raise awareness among key stakeholders and decision-makers – Cloud content management of all varieties holds RIM risks, challenges, uncertainties, and unknowns
• Gain a seat at the table – Help key decision-makers and stakeholders articulate the RIM risks, challenges, uncertainties, and unknowns and make better decisions about the costs, returns, viability, and long-term sustainability of cloud content management
• Make sure you have a reasonable, actionable RIM framework in place – It should cover all content, whether cloud or not
– Otherwise you can’t articulate your requirements to cloud vendor(s), develop SLAs to ensure your requirements are met, monitor performance to determine whether they are in fact being met, and pursue remediation to course-correct and continuously improve
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© Doculabs, Inc. 2013
So now what?
Ask yourself (and answer honestly):
– Does my organization have RIM policies in place?
– Are these policies actionable and reasonable, or are they "best practices" and largely unattainable, given the current people, process, and technology environment?
– Are they being followed 80 percent of the time? 70 percent? 60 percent? 50 percent? Less than 50 percent? At all?
– Does my organization dispose of paper records according to its retention schedule?
– Does my organization dispose of electronic records according to its retention schedule?
Across the board, at most organizations, the answers to these questions tend to be a resounding “no”
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© Doculabs, Inc. 2013
So now what?
Take comfort in that fact that:
– The decision to put your content management applications in the cloud (but retain the storage on premises) is far less risky than putting your content management storage in the cloud
– The decision to put content management storage in the cloud doesn’t need to be all or nothing; you can begin with collections that pose lower degrees of risk to the organization
• Homogeneous rather than heterogeneous document collections
• Date-based rather than event-based retention rules
– You can make some changes in your e-discovery processes to mitigate the risks of cloud content management, most importantly hold by collection rather than hold in place
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© Doculabs, Inc. 2013
A Reasonable, Actionable RIM Framework to Consider 13
© Doculabs, Inc. 2013
Available Resources
1. Doculabs on RIM, Compliance, ECM (and More): Check out our consultant blogs at www.doculabs.com
2. White Papers and Sample Roadmaps: 15+ different topical papers available via PDF in Doculabs Whitepapers
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