AIIM/ARMA Cloud Collaboration Presentation

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Joint Meeting Cloud Collaboration: Strategies and Technologies Bud Porter-Roth Porter-Roth Associates


This presentation was given to the joint ARMA/AIIM meeting. The presentation is about cloud collaboration strategies and technologies. The presenation was given in NYC in November 2011. Porter-Roth Associates is vendor neutral and consults in electronic document management technologies.

Transcript of AIIM/ARMA Cloud Collaboration Presentation

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Joint Meeting

Cloud Collaboration: Strategies and Technologies

Bud Porter-Roth

Porter-Roth Associates

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Porter-Roth Associates • Independent, vendor neutral, consulting in:

– Electronic Document Management

– Document Imaging

– Records Management

– Workflow

– RFP Development


[email protected]

• 415-381-6217


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Cloud Computing 101 Corporate Users Corporate Datacenter

Traditional access to

data within a corporate


Cloud Computing


Corporate Users



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No Corporate Datacenter

Gmail is a good example of cloud computing – no

software to download, no need to “upgrade”, features

already set, don’t maintain data in your local

computer, log in from anywhere there is a connection,

reliable, and cheap.

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Cloud Computing 201

• NIST Definition of Cloud Computing

“Cloud computing is a model for enabling ubiquitous, convenient, on-demand network access to a shared pool of configurable computing resources (e.g., networks, servers, storage, applications, and services) that can be rapidly provisioned and released with minimal management effort or service provider interaction”

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What is Cloud Collaboration?

Cloud collaboration is the ability to use DM applications in a cloud environment.

We will focus on document and records management - a cloud-based collaborative system that provides the basic functionality of a standard document and records management system.

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Some Cloud Essentials • SaaS – Complete operating environment

with applications, management, user interface

• PaaS – Provides virtual machines, operating systems, applications, development environments for application development

• IaaS – Provides virtual machines, virtual storage, virtual infrastructure, and S/W & H/W assets that can be provisioned for hosting applications

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Software as a Service Applications





Business Processes



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Platform as a Service MiddleWare






Development Tooling

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Your company

logo here – build

your own app

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Infrastructure as a Service Machine Room (Virtual)



IaaS Servers



Data Center

Your company

logo here – IaaS hosts

your own app

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Services Summary

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Deployment Models

• Public Cloud - A public cloud is one

based on the standard cloud computing model, in which a service provider makes resources, such as applications and storage, available to the general public over the Internet. Public cloud services may be free or offered on a pay-per-usage model.

• MS Office 365,, DropBox, etc.

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Deployment Models • Private Cloud - Private cloud is the

implementation of cloud services on resources that are dedicated to your organization, whether they exist on-premises or off-premises. With a private cloud, you get many of the benefits of public cloud computing—including self-service, scalability, and elasticity—with the additional control and customization available from dedicated resources.

• Deployed as a private service through a cloud provider or deployed (and built) internally

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Deployment Models

• Community Cloud – A community cloud infrastructure is shared by several organizations and supports a specific community that has shared concerns (e.g., mission, security requirements, policy, and compliance considerations). It may be managed by the organizations or a third party and may exist on premise or off premise.

• Deployed through a cloud services company for Associations, schools, public consortiums, government clouds – federal, state, county – see

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Deployment Models

• Hybrid Cloud – A hybrid cloud

infrastructure is a composition of two or more clouds (private, community, or public) that remain unique entities but are bound together by standardized or proprietary technology that enables data and application portability.

• Deployed through a cloud services company and a private company’s internal cloud

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Cloud Collaboration Offerings

• Simple storage and retrieval

• DM capabilities with storage and retrieval

• Complete “environment” for DM

• Application Oriented with DM

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Simple Storage and Retrieval

Allows for simple file storage and retrieval.

No real document management capability and may allow you to “share” documents by email invitation or shared password.

• Amazon Cloud Drive

• SkyDox

• Dropbox

• SkyDrive

• iCloud

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Complex DM Capabilities

Allows simple DM capabilities such as folders/subfolders, versioning, checkin/out, simple workflows, search, and audit trails. Multiple users can log into the site.


• Google Docs

• Igloo Software

• Zoho

• Huddle

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Complete Environments

Includes DM, workflow, email, calendaring, workspaces, forums (wiki, blog), and other features

• SharePoint (provided as a service)

• Office 365 (includes SharePoint)

• LotusLive Symphony

• Glide

• Google Groups

• HyperOffice

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Application Oriented with DM

• Basecamp – Project management software with collaboration capabilities

• Moxie Soft - CRM

• Salesforce – CRM

• Jive – Social software

• Yammer – Social Software

• Workday – HR Software

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Distinguishing Features of Cloud Computing

• User empowerment

• On-demand self-service provisioning

• Measured service, pay as you go

• Standardized processes

• Device & location independence

• Reliability and fault-tolerance

• Resource pooling

• Rapid elasticity/Scalable

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Key Benefits of Cloud Computing

• Lower costs

• No upgrade costs

• Low barrier to entry, high return

• Quality of service (SLA)

• Reliability

• Outsourced IT for system management

• Simplified maintenance

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Key Benefits of Cloud Collaboration

• User can order and provision services directly

• Basic site can be setup and operating within 30 minutes of provisioning

• User/owner can set libraries, folders permissions, versions, workflows, and other aspects of site operation directly – no IT

• User can invite other users from within the company to share documents

• User can invite other users from outside of the company to share documents

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• Security (physical and data)

• Immature technology

• Rapidly changing vendor community

• Evolving feature set

• Complex pricing structure

• ROI may not be readily calculated

• Compliance is problematic

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Risks • Customization (lack of)

• Requires Internet connection

• Latency – can be slow = frustration

• Transaction control (stateless system)

• IT has a lesser role (can be good or bad)

• Company can easily lose control of sites and information without governance

• Lack of (for most) true records management (unless you use a hybrid–box + Documentum)

• Inability to manage legal holds

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• No “standards” (more on this)

• No Interoperability (which leads to)

• Vendor lock-in


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Standards “It's not that there aren’t any standards,

it’s that everyone has one and there are already some in place that cover the same ground” Forrester Research



• Open Grid Forum’s Open Cloud Computing Interface

• Open Cloud Consortium

• OASIS 30 Porter-Roth Associates

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Cloud Collaboration Who is Using It?

• Public

• Private

• Non-profit

• Individuals – whether you know it or not

• Start-ups

• SMBs

If you look at the names on any of the sites, they are a who’s who of top names

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Cloud Collaboration Is it Right for You?

• Only larger providers can handle a real enterprise-wide system

• Different departments in the same company use it as a standalone solution for a specific application

– May not work for high-volume transaction specific applications

– May not work for compliance required applications – HIPAA, SOX, RM,

– May “feed” other applications like a DMS

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The Future • Moving at the speed of light

• New companies constantly upgrading features and services

• New cloud-based systems are challenging SharePoint

• SharePoint is challenging older legacy systems

• Application centric sites are growing


– HR

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Today’s Modern Company (no IT required, no installed S/W)


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AIIM Recommended Practice Report on Cloud Collaboration

• Working with AIIM Standards to develop a Recommend Practice Report

• Aimed at the user community

• Focus on cloud technologies as they relate to document management and collaboration activities

• Topics include document management, records management, workflow, security, and standards – among others

• Authors – varied background 35 Porter-Roth Associates

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• Do survey!!!

• Do book