Capitalizing on the Cloud

Capitalizing on the Cloud

February 26, 2014#gltrain

Welcome & Introductions

Steve ResslerFounder & PresidentGovLoop

- Tweets: #gltrain- Slides, Video archive & other resources will be

emailed to you later this week.- Check out the GovLoop VIP program: http://www.govloop.com/TrainingVIPs

Welcome & Introductions

What do you want to learn today?

For the Audience:

Keynote Speaker:

Records in the CloudLisa HaralampusSupervisor, Federal Records Management PolicyNational Archives and Records Administration (NARA)

Lisa HaralampusChief, Records Management Policy Section

National Archives and Records Administration

GovLoop Event: Capitalizing on the Cloud: The Results Are In!February 26, 2014

Records in the Cloud

Records-Speak• The records lifecycle: creation, maintenance and use, disposition

• Disposition: destruction or transfer to NARA

• Retention: how long to keep records before destroying them or transferring to NARA

• Schedules: formal, mandatory instructions, authorized by the Archivist of the United States that describe records, retentions, and disposition instructions

Records disposition schedules apply to all Federal records, regardless of media type or where they are stored.

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NARA Guidance Products

• NARA Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environmentshttp://www.archives.gov/records-mgmt/bulletins/2010/2010-05.html

• Frequently Asked Questions about Managing Federal Records In Cloud Computing Environments http://www.archives.gov/records-mgmt/faqs/cloud.html

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http://www.archives.gov/records-mgmt/bulletins/2010/2010-05.html

http://www.archives.gov/records-mgmt/faqs/cloud.html

Records Challenges in the CloudIs your agency’s cloud implementation capable of implementing records disposition schedules?

• Can your cloud implementation retain records as long as schedules require? 10, 15, 25 years or longer?

• Can your cloud implementation ensure complete deletion when retention periods expire?

• Can your cloud implementation meet requirements for transferring permanent records to NARA?

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Other Records Challenges in the Cloud• Maintaining the functionality and integrity needed

throughout the records’ full lifecycle

• Maintaining links between the records and their metadata

• A potential lack of formal technical standards governing how data is stored and manipulated

• A potential lack of portability standards may result in difficulty removing records for recordkeeping requirements or complicate the transition to another environment

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Meeting Challenges• Include your agency’s records management staff in cloud

computing solution. See NARA’s website for a list of agency records officers http://www.archives.gov/records-mgmt/agency/

• Define which copy of records will be declared as the agency’s record copy (value of records in the cloud may be greater than the value of the other set because of indexing or other reasons)

• Determine how all records will be captured, managed, retained, made available to authorized users, and retention periods applied

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http://www.archives.gov/records-mgmt/agency/

Meeting Challenges• Include instructions on how data will be migrated, so records are

readable throughout their entire life cycle

• Resolve portability and accessibility issues through good records management policies and other data governance practices

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Contract Awareness • Cloud service providers must be made aware of records retention

requirements governing a body of Federal records stored in various cloud locations

• Cloud service providers must be aware of the unique access requests for Federal records (FOIA, Privacy Act, ediscovery)

• NARA Bulletin 2010-05 contains some generic contract language for record management needs that can be adapted by agencies

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Conclusion• Agency is always responsible for its Federal records even if the

records are in contracted space

• Cloud environments offer many potential advantages in improving government services, including Federal records management

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Key Findings:

Investigating the Cloud Report

Pat FiorenzaSr. Research Analyst, GovLoopAuthor, Investigating the Cloud

Mark JohnsonDirector, Government Cloud Strategic ProgramOracle

GovLoop Research Goals

1. Highlight case studies and bright spots of government innovation

2. Share best practices and lessons learned3. Make it tactical and easy to consume4. Get smart quick on key issues and topics facing

government employees5. Fulfill our mission of connecting government to

improve government

GovLoop / Oracle Executive Research Brief• Analysis from a GovLoop survey of 186 public sector

professionals• Perspectives on cloud computing from two Oracle

experts– Aaron Erikson, director of government innovation– Bob Croker, senior director of strategic programs

• Best practices and challenges for cloud adoption in public section

• The role of cloud computing shaping the future of government

Why Cloud Matters

“I see it as the future of how we work. I particularly like the idea of having access to software via the cloud that I may only need to use once in a while. I also see it as critical to having a mobile office, and more flexibility to work from home.”

Why Cloud Matters

• Various offerings, all based on organizational need

• Distinctions are clearly important to understand when investing, but focus on what do we want to accomplish? And then find the appropriate solution.

• One agency might need private, another hybrid, etc.

3 Best Practices

• Create Robust Security Standards • Provide Effective Training Methods to

Employees• Partner with a Reliable Service Provider • 8 Best practices highlighted in report- the rest

featured on our government panel.

Q&A Session:

Investigating the Cloud Report

Pat FiorenzaSr. Research Analyst, GovLoopAuthor, Investigating the Cloud

Mark JohnsonDirector, Government Cloud Strategic ProgramOracle

Keynote Speaker:

Best Practices from NISTSherwin McAdamCloud Computing Program ManagerNational Institute of Standards and Technology (NIST)


February 26, 2014#gltrain

Top Government Cloud UsesPanel Discussion

Moderator:Steve ResslerFounder & PresidentGovLoop

Aaron EricksonDirector, Government InnovationNorth America Strategic ProgramsOracle

Greg Grichtmeier AIS - Customer Experience & Service CenterIBM Global Business Services

David LogsdonSenior Director Federal Civil, Global Public SectorTechAmerica


“Other instances of cloud adoption include document sharing, calendars, data storage, day-to-day computing, email, GIS, and utility billing.”

As found in the “Investigating the Cloud” research report, the 196 survey respondents said this about how they are using the cloud in the public sector:


How are you using the cloud in your

organization?

For the Audience:

Cloud Best PracticesPanel Discussion


Geoff GreenVice President, Business Development Oracle

A.R. "Trey" Hodgkins, III, CAESenior Vice President, Public SectorInformation Technology Alliance for the Public Sector (ITAPS)


What’s your biggest cloud challenge?

For the Audience:



Geoff GreenVice President, Business Development Oracle

A.R. "Trey" Hodgkins, III, CAESenior Vice President, Public SectorInformation Technology Alliance for the Public Sector (ITAPS)


Gather Support From Leadership

Best Practice Tip #1


Collaborate with Stakeholders



Assure Compatibility When Migrating

Applications



Implement Agile Methodology



Adopt Scalable Cloud Solutions


Closing Comments

Steve ResslerFounder & PresidentGovLoop


Thank You for Attending!