AIIM Cloud Content Management 2012 Toolkit

ECM Toolkit
Cloud Content Management - Not

Revolutionary but Transformative
for Records Management
What to Consider when Moving to the Cloud
2012 edition
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Tel 301.587.8202 / 800.477.2446
www.aiim.org
ECM Toolkit
Cloud Content Management - Not Revolutionary but Transformative

for Records Management
What to Consider when Moving to the Cloud
Table of Contents
Topic Background
Training Videos
A Short History on Cloud Computing . . . . . . . . . . . . . . . . . . . . . . . . .3
CIP Could Computing Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
Featured Article
The Cloud: Powering, Social, Local, Mobile An AIIM 2012 Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
Introduction to Cloud Content Management . . . . . . . . . . . . . . . . . . .5
Supporting Articles
White Papers and Case

Studies
8 things you need to know about cloud content management . . . . .16

Pharmaceutical Startup Spans the Globe with Cloud Vault . . . . . . .38
Cloud Content Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Approved Storage Success Story . . . . . . . . . . . . . . . . . . . . . . . . . . .41
Defining Cloud Information Management (CIM) Systems . . . . . . . .19
Ive Heard That Before . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
Presentations
Cloud Enterprise Content Management -
How Cloud Storage Is Changing Your Habits . . . . . . . . . . . . . . . . . .22
Lets Un-Complicate ECM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44
Cloud Storage the Way Business Needs it . . . . . . . . . . . . . . . . . . . .24
Cloud Computing and Records Management
Research and Statistics
How proper planning can ensure you dont miss the next wave in
Services and Platform Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . .44
Content in the Cloud - Making the Right Decision . . . . . . . . . . . . .27

Records Management Strategies - Plotting the Changes . . . . . . . .30
Webinars
Managing Content in the Cloud - Capturing, Sharing, Governing . .33
Keeping ECM in Sync: Cloud, Mobile, and On-Premise . . . . . . . . . .33
How to Balance Content Management with Cloud and Mobile . . . .34
Your Journey into Cloud: Optimize your Mission Critical Systems . .34
AIIM The Global Community of Information Professionals ECM Toolkit (2012)
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ECM Toolkit
Topic Background: A Short History on

Cloud Computing
By Bud Porter-Roth, Consultant at Porter-Roth Associates
Cloud computing came of age; like many things, through the advancement of several differing technologies
cloud computing is really evolutionary in nature and not, as you might think, revolutionary. In a nutshell, cloud
computing allows you to rent, as in a monthly fee, software that you normally would have paid licenses to
own and this software would have been established on your own servers in your own building. This old
method is called on-premise software.
Cloud-based software does not require any on-premise resources from you to operate all you need is an
Internet connection and a device that connects to the Internet such as a laptop, tablet, smartphone or a, ugh,
desktop computer. The cloud vendor hosts its application on its servers and this includes everything you would
need to run the application including processing time and memory.
A cloud-based vendor will have built the document management application that allows you to store your
documents in its cloud structure and depending on the sophistication of the vendor and the product, the
application will do all or most of what you do with you own on-premise applications. This includes things like
having security at the document and folder level, check-in/out, version control, and others.
The technology behind the curtains is not that wild, or not wild at all. First, and perhaps most important, is the
Internet. Less than ten years ago the Internet was not fast enough (it actually was but we didnt have fast
connections to our small offices and homes) to deliver the applications that we have today at the speeds we
not only are used to but demand. Doing a cloud computing application on a dial-up or the early telephone line
DSL service would not be fast enough and would simply not work for us. With the advent of faster transmission
technologies and especially cable, the Internet became fast enough to support cloud-based applications.
The second most important technology is the idea of virtualization of processing servers and memory. Think of
it this way, you waste 90% of your laptop resources when you are working. Your typical laptop has enough
compute capacity to actually run two or three of you simultaneously. So virtualization actually divides the
server into several virtual servers allowing different users to use their virtual server as if it was the only one
running. Thus, one server can host, depending on it size, many virtual programs and applications and the
technology easily allows the vendor to plug-in additional processing power when it is needed so that the user
never realizes that processing power was doubled or tripled overnight.
Virtualized memory is similar in that all available memory is essentially put into a pool and the virtualized
servers are allocated memory from the pool. What is really cool is that when memory is needed, the vendor just
plugs in more memory to the pool and it is instantly made available as needed.
This virtualization is what allows us to request and get double or triple the compute requirements that we
needed only the day before. For example, in normal day-to-day operations you run, lets say, 10,000 units of
work through your application but on the second and last Friday of every month you run 50,000 units of work
through your application. This means that day in and day out you require the compute capacity to run 50,000
units of work even though you only need it 2 times a month.what a waste.
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If you were running this application in a cloud-based application, you would only pay for the amount of
compute capacity that you used so 28 days of the month you would be paying for 10,000 units of work and
only 2 days would be billed at 50,000 units of work.
Cloud-computing offers many advantages but chief among them are:
It is highly scalable and can dynamically grow as the work grows. All the user needs to do is say, I
need this much more and the increased capacity is given instantly (and billed at the month
end).
User provisioned. This means that the user who signs up for the service can setup the service and
operate it almost instantly. Once the contract is signed, you are given a shell site and you can
begin to set it up with directories, folders, files, invite users, and basically use everything available
to you from that site. Fully operational and working document libraries with users can be operating
in one hour from the start.
Pay for What You Use or, metered service. In the old days of on-premise software, you typically
bought user license packs of, for example, 50 (whether you had 50 people or not). In a cloud-based
application you only pay for the number of people that use the service so when the project starts
and there are only 10 people- you only pay for 10 people. If in the next months the project ramps
up and you add another 10 people, you pay when you add them. BTW, this also applies to storage.
If you only need 10 gigs of storage to get the project started, you only pay for 10 gigs and can later
increase it to 15 or 20 gigs as needed.
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Feature Article: Introduction to Cloud

Content Management
Expert Advice
Cloud computing is the ability to deliver computing resources as
a service and these resources are made available over the
Internet. A basic and well know example is Googles Gmail, in
which Google owns all of the resources (hardware and software
and storage of the emails) needed to deliver email to a user and
the user does not own any software or hardware and either pays
a fee for the service or may get it free. Cloud computing today
encompasses all types of applications from simple online data
storage to running highly specialized data processing
applications.
As defined by the National Institute of Standards and
Technology (NIST)1, cloud computing is a model for enabling
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. This cloud model
promotes availability and is composed of essential characteristics, deployment models, and various service
models.
This article takes a more narrow view of cloud computing and focuses on those aspects of cloud computing that
relate to the delivery of content and records management services for public agencies, private companies, and
individual users. Cloud-based collaboration is a subset of cloud computing and only exists within a cloud
computing framework. More specifically, this paper will primarily focus on, as it relates to cloud-based
technologies, applications, and services:
Document Imaging/Capture
Electronic Document Management/Collaboration
Records Management
Workflow
Think of cloud information management (CIM) as a subset of the greater cloud computing technology applications.
A point to keep in mind as you read this article is that the basic document management technologies listed above
are essentially the same document management technologies that are available as purchased systems or onpremise systems that you purchase. For the most part (highly qualified!), the cloud-based collaboration
applications available today provide the same functionality that we are accustomed to: document check-in/out,
version control, metadata/key work indexing, search, modifiable security (file, folder), records management, etc.
The difference is that you no longer buy on-premise software licenses (either by users, servers, or transactions),
you dont purchase and own application and storage servers, and associated computer room peripherals because
you are effectively renting the application from the vendor as a service. You dont even need a computer room, just
a fast Ethernet connection and you can have a completely functioning office in the cloud!
National Institute of Standards and Technology, The NIST Definition of Cloud Computing, document
posted October 2009, http://csrc.nist.gov/groups/SNS/cloud-computing/.
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The technology that drives cloud information

management (CIM) systems is the Internet. The
Internet allows cloud computing resources to be made
available and without an Internet connection, real-time
access to your cloud applications cannot be made.
For cloud computing to occur for the average user all
that is needed is a device that can access the Internet
and a fast Internet connection. These include desktop
computers, laptops, tablets, and smartphones. A recent
development is the ability to bring peripheral devices,
such as a printer, online and into the cloud so that you
can print from any device, including smartphones, to
any printer that you can see and access. This means
that you could print a document from your smartphone
to a printer, for example a printer in any office, by
simply being on the WiFi network in the building and
discovering the printers address.
Today, it is possible for a company to operate completely in the cloud without any of the traditional IT
infrastructure such as a computer room with servers and no IT staff is required. The computer room and IT
staff is replaced by a cable and/or WiFi Internet connection provided by and maintained by an Internet service
provider (ISP). Users access their work from any location, on different devices (laptop, smartphone, tablet),
which also effectively eliminates the need for large dedicated offices. If needed, there are also cloud-based
companies that specialize in cloud-based IT services and they will provide IT services that are needed including
such things as setting up your security groups, connecting different applications together, and monitoring all of
the different cloud services that you have.
This all sounds really great, and you may already be using a cloud-based file storage application but what are
the risks involved? CIM systems do present significant risks to users that must be weighed against the potential
benefits. These risks can be divided into the following major areas:
Physical security. Is your data as physically secure in a remote datacenter that you do not own or
operate. Physical security applies to the ability to protect your data from unauthorized physical
access and is the remote datacenter able to withstand a catastrophic event such as a fire, flood, or
earthquake.
Data security. Is the data secure both on the servers and during transmission to and from the
datacenter. Data could be compromised or stolen if the datacenter is breached by a hacker, virus, or
any number of ways. Does the CIM vendors datacenter(s) employ all the latest protection hardware
and software to ensure that data is never exposed and if exposed is not viewable (i.e., encrypted)?
Internet connection. With any CIM solution, the data and application is only available via the
Internet. This means that if your Internet is down or the Internet connection to the datacenter is
down, your business is potentially down.
CIM vendor viability. If the CIM vendor, for whatever reason, ceases to exist or is subject to a legal
shutdown, can you retrieve your data? It must be considered that any vendor, no matter how large,
may be subject to some event that forces them to close their business with little or no warning and
if this happens, will your data be available and how long will it take to get your data if that is a
possibility?
The above risks should be considered as part of your overall plan to move content into a cloud-based
application and part of your due diligence. Other risks are reviewed later in this article. In the AIIM report on
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Content in the Cloud, only 4% of the respondents had

incidents of data loss, security intrusion or long-term
unavailability from cloud applications. Of those incidents
reported, only 2.5% reported actually losing data and 70%
have been completely trouble free, while 26% have reported
only minor incidents. Also, 37% of the respondents do not
see data in the cloud as any more vulnerable than onpremise, including 10% who feel it is safer.
Note: we have freely quoted from the AIIM report, Content
in the Cloud: Making the Right Decision. This report is
available free to AIIM members at http://bitly.com/QclbJ7
Yes, 4%
Minor
incidents,
26%
No
incidents,
70%
Document Imaging/Capture
This is the ability to scan paper documents and have them stored in a cloud application. The cloud application
may also include processing such as optical character recognition (OCR), converting the document to a PDF, or
making the scanned document available for workflow processing for example. There are a number of vendors
that have developed scanning applications to a cloud provider and this allows you to scan directly to the cloud
application that you have established. Even if you dont have a direct connection established, it is still possible
to move or copy scanned documents to a cloud environment but all processing has to be done prior to
moving the file to that cloud storage area.
Processing of document images may include the following:
Image clean-up and clarity/readability verification
Convert image from TIFF to PDF or other format
OCR image and convert for full text search
Index image with established indexing terms
One consideration to be aware of is that document images (TIFF, PDF, JPEG, etc.) are larger files than Office
documents such as a MS Word, Excel, and PowerPoint files. Prior to committing to scanning to a cloud storage
application, ensure that you understand the pricing model that is offered. If it is based on the amount of storage
you use, ensure that you anticipate the amount of storage versus the costs. Also, consider whether the documents
you are storing have a short or long-term lifecycle and that you have a procedure (such as records management) that
tells you when a document can be deleted from the system. Otherwise, you may be facing large storage costs for
documents that are no longer viable for your business purposes.
As with your own on-premise systems, finding or searching for document images requires the image to either be
indexed with appropriate metadata or converted to text for full text searching via optical character recognition
(OCR). If kept only as an image, such as a TIFF file, the only way to find or search for this file is by using the
indexing or metadata attached to the file, such as File Name, Author, Scan Date, Vendor Number, and other
metadata that has been entered for this file. If the image has been OCRed and converted to a PDF file, then
contents within the file can be searched and the file retrieved.
One note of caution is that an on-premise document imaging system typically uses a separate database to store the
indexing information and this indexing information is not embedding in or part of the TIFF image itself. For
example, if you are trying to index an image with vendor name, vendor ID #, vendor contract #, etc., this
information is not stored in the image header and is therefore not transferred with the image to the cloud repository.
If this type of functionality is needed, consult with the intended CIM provider to determine if this is possible.
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Ensure that you select a scanning/capture product that includes indexing software so that you can apply
metadata to the file when it is scanned to or moved to the CIM system. This will allow you to search for the
document and be able to find the single document you are trying to retrieve.
In the AIIM report on Content in the Cloud:
10% are scanning to the cloud, either via email, through an in-house server (7%) or via an
outsource (6%).
This shows us that due to the limitations of the typical CIM system, as reviewed above, scanning to the cloud
is still not a viable use of the cloud. This will remain limited until CIM vendors develop a method to allow
indexing of documents with multiple metadata fields and allowing for a robust search. Also, CIM systems
should provide some method for applying retention schedules to allow documents to be deleted in a timely
fashion.
In the meantime, many service bureaus (companies dedicated to scanning documents for you and providing the
scanned documents and indexing information to you) also provide cloud-based applications that allow you to
access your scanned documents in their cloud-based application. There are both nation-wide companies and
local (to your area) companies that can provide this service.
Electronic Document Management and Collaboration

The primary reason for having a CIM system is to facilitate the sharing and collaborating on documents. These
systems are generally very easy to setup and use and a collaboration site can be operational within minutes
with work starting almost immediately. CIM systems also allow the user to store and retrieve their documents
from a variety of devices such as tablets, smartphones, laptops, and virtually any internet connected device.
CIM systems differ in what functionality they offer to the user such as:
Simple file storage and retrieval. This type of application offers the user the ability to store files in a
cloud-based storage area that provides only basic functions, like login security, but does not offer
any document management related functions such as version control, check in/out, workflow, etc.
These sites may be called simple collaboration because you can give your site password to other
users who can then upload or download documents. Essentially, this is an easy to use cloud-based
FTP-type site.
Simple document management. This type of application offers the user content storage as well as
document management functionality such as the ability to create folders/subfolders, version control,
check in/out, audit history, and other basic document management functions. This type of site also
allows the owner to assign security privileges such as edit or view only to users and security may be
at the site, file folder, document level. This type of site may be viewed as a light-weight document
management system. This type of site may also offer integration with other applications via an API
but typically the site functions are limited and not customizable.
Complex document management. This type of application offers all of the functions listed above but
may also include the actual applications for content creation these sites may include a word
processor, spreadsheet creation, presentation creation, records management capabilities, a calendar
function, an email function, more complex workflows, and other application functions that one
would expect in a fully realized document management system. Once a user is logged into the site,
everything needed for document creation and management is included and the user operates in a
complete environment. This type of site may also offer integration with other applications via an API
but the site functions are limited to those offered and typically not customizable.
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Functional applications with document storage. This type of application offers specific applications
such as human resources (HR), enterprise resource planning (ERP), project management (PM),
customer relationship management (CRM), and others. This type of application is built to provide
the necessary functional requirements for the application, such as CRM, and may also provide the
ability to create and/or upload documents into a storage area typically related to a client account.
However, these systems typically do not provide any document management capabilities no
version control, no check in/out, no records management, etc. They may provide simple workflows
for the documents once they are associated with a clients file.
Business & Social networking applications with document storage. This type of application offers the
ability to provide business and social networking through establishing an individual home page,
ability to tag or invite other users to your home page, the ability to establish communities of users,
form discussion groups, instant messaging, etc. This types of applications may also offer the ability
to store and share documents with other users but typically do not include any document or records
management capabilities.
CIM systems may also include:
Libraries/folders/files
Upload single or multiple files to the directory (mass migration still limited)
Upload files via email (which allows you to email a file directly to a directory/sub-directory)
Security at the directory/folder/file/document level for view or edit permissions
Real-time collaboration (simultaneous editing of a single file)
Commenting area for documents (comments viewable on the CIM system, not the document)
Calendaring function for group projects
Workflow (from simple tasks to complex workflows)
Blogs
Wikis
Whiteboard(s)
Discussion boards
IM or mico-blogging
Project management
Connecting to third-party apps (other cloud-based applications such as ERP, CRM, PM)
User profiles (Facebook-like personal areas)
Each CIM application may host a variety of functionality that allows it to work with all of the different mobile
devices including laptops, tablets, smartphones, and whether the devices are Apple, Android, Microsoft, or
others.
Typically, the user/owner will be responsible for managing the site design, permission/security, content, and all
other aspects of the site operation. If an invited user needs assistance or has a problem, he or she will be
directed to the site owner. As part of your planning process, you may want to involve your IT department so
that they become the help center for the site and questions/problems can be directed to the IT department.
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The AIIM report on Content in the Cloud found that:

68% are looking to use cloud collaboration within the business and between remote sites. 64%
would like to do so with customers - of which only 15% are doing so already.
File sharing is the most-important aspect of cloud collaboration, with 58% considering folder and
document permissions to be an essential feature. Most would also like features such as approval
workflows, capture, and annotation.
The most useful application reported by those already using cloud content is for sharing content
amongst specific projects and project teams, particularly those outside the firewall. The second set
of benefits is that cloud sets them free from the limitations of in-house infrastructure, is simpler,
allows fast deployment, and the chance to experiment.
Records Management, Governance, and eDiscovery

An essential consideration for using a CIM is
whether you can control the documents once they
are in the cloud-based system. A records
management capability allows you to define the
retention or lifecycle of a document and to be able
to delete that document according to the retention
schedule. Many of the basic file storage applications
do not include any type of records management or
legal compliance and hold capabilities. This means
that there is basically no inherent way to apply a
records retention schedule to the documents that are
moved to or created in the CIM application. The
result of this type of environment is that deletion of
documents is left to the individual that created them
on a manual basis and that individual will also be
responsible for determining whether a document is a
record and should be kept and if so, for how long.
The industry (vendors and users) has learned over the years that manually applying records management
criteria (inputting retention schedule information) to a record is very difficult and largely ineffective when
trusted to the user. The inevitable result will be that document repositories will continue to grow without any
controls and will at some point become a problem for the company. One immediate problem will be the
associated increased storage costs, another will be a growing dissatisfaction with the inability to find
documents which means that the typical file share has been recreated in the cloud application. In essence,
all the problems that are present with an un-governed file share, or other DM system, will be present in the
CIM system.
If the CIM system has no provision for records management, the suggested method for control is to establish a
governance policy that applies to the CIM system. This policy may require, for example, that documents that
are designated as business records be locked (if the CIM allow for this) and that these documents are
prevented from being deleted if the document repository is deleted. However, this is extremely difficult to
control and monitor as the number of CIM system repositories grow and change.
There are CIM systems that do have full records management capabilities and if your company requires strict
compliance to company and regulatory rules, the CIM system with RM capability should be chosen over the
systems that have no RM capabilities. This also applies to regulatory rules such as HIPAA, SOX, Sec Rule 17a,
FISMA, GLBA, and others if your company is regulated and you need to show audited compliance statements.
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In the AIIM report on Content in the Cloud:

50% of cloud users are attempting to manually replicate on-premise security and records policies to
cloud usage, with a further 40% admitting that their cloud governance is somewhat ad hoc. Only
10% are automatically synchronizing rights between on-premise and cloud systems.
63% see cloud file-share sites as the new wild west. A net of 50% agree that cloud does not yet
tick enough of the security and reliability boxes.
While the efforts to replicate security and governance are well intentioned, they are held back by at least two
factors:
Only a small number of CIM systems include the capability to have records and governance
management in place in the CIM. Therefore there is no way to apply policies to the CIM.
Companies may not be involving IT in the initial CIM site set up and therefore CIM sites are being
adopted and run by the user/owner who is not able to set company policies for a variety of
reasons.
Workflow
Workflow is the automation of business processes, in
whole or in part, where documents, information, or tasks
are passed from one participant to another for action,
according to a set of rules. A business process is a
logically related set of workflows, work steps, and tasks
that provide a product, service, or result to internal users
or customers. A simple example may be the routing of an
electronic vacation request form automatically to both a
manager and the HR department for approval. Your HR
department may approve the request based on your
available vacation days but your manager may not approve
the request due to an upcoming project. Your denied
request is returned to you via email and the denied
request is also sent to HR simultaneously. Workflow
controls the steps needed for approval and non-approval
and electronically routs the documents accordingly.
Most CIM systems do not have complex workflow capabilities that are available in established ECM systems
and this may be a consideration when defining the requirements for a CIM system. Depending on the CIM
system, workflow capabilities may be:
No workflow capability. Any routing of a document is done by email.
Limited task oriented workflow for such tasks as a simple approval process.
Full workflow capabilities that are similar in functionality to existing workflow capabilities in an onpremise ECM system.
Workflow is useful for many reasons and its use can greatly enhance a project or a process. For example, an
accounts payable (AP) process has (for most companies) a highly structured process that is standardized and
repeatable. When workflow is applied to the process, it become much more efficient and it becomes auditable
how many AP invoices are processed per day, time and resource savings can be gained, late or missing
invoices can be tracked, and many other benefits are available.
Because workflow can be an important productivity tool, the need for it should be assessed as part of the CIM
requirements that are developed and documented.
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Migration of Document into the CIM System

As part of the site implementation planning, a migration of existing documents and content may be considered.
Many CIM systems have different approaches to migrating existing content that range from uploading one-fileat-a-time to being able to move multiple files or directories at a time. If there is a need to move, for example,
1000 or more files as part of setting up a new site, the CIM system vendor should be consulted as many CIM
vendors do not have the tools to move very large numbers of files or to do a mass migration that can be
accomplished by the user. In some cases, the CIM vendor has to be given a backup file of the content to be
migrated and the vendor will be responsible for the work.
A basic migration strategy can be one of the following:
Allow users to move documents on an as needed basis. This allows users to move the documents
from their current repository to the new repository when the document(s) are needed.
Work with the users to establish a range of documents to be moved to the new repository this is
typically a date range as in in all documents dated from xx to xx. Users may move older documents
left behind on an as needed basis. The CIM vendor may assist with this effort.
Migrate complete repositories (file shares or other document management system repositories) prior
to the new system going live. Note: check with the CIM vendor as automated or programmable
means may not be available.
Make the existing file shares (or document management system) read only so that users are not able
to continue to input new documents into the old repository. Make the existing repository available
for a limited time (1 year) in order to encourage users to move all of the documents in a timely
manner.
When the migration is complete or the file share availability time period has been reached, remove
the repository from general access and back it up or delete it if legally possible. Check with legal on
this for their comments.
Source
Document
Repository
Staging &
Verification
Target
Document
Repository
As part of the migration process,

clean-up of existing repositories
should be considered prior to the
migration. This will involve identifying
and deleting files that are no longer
viable documents such as the
following:
Duplicate files that existing in the repository

Files that are past their retention period (but not on legal or audit or tax hold)
Files that are corrupt or otherwise not viable files (files with extensions that no longer have programs
associated with them.)
Files that have no owner and have not been accessed for at least a year (of course subject to any
legal review to ensure the documents are not subject to a legal or tax hold).
Many recent studies have shown that at least 50% of all documents in any given repository can be deleted because
they are duplicates, outdated, corrupted, no longer have value, no longer have an owner, or are empty files (created
but not used). If you choose to migrate complete directories or repositories, consider doing a file cleanup as part of
the migration strategy.
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Migration may pose records management and/or legal issues that should be considered. In some cases, simply
copying files from the owners repository to the CIM system may cause the metadata associated with the file to
change such as the owner/creator, date created, etc. From a legal point of view this is not acceptable (because the
files metadata has changed) and the migration method should be tested and reviewed with legal prior to a
migration plan is committed to and used.
And finally, there should be some method to audit the migration so that it can be verified that if 100 files were
moved, 100 files were accepted by the CIM. For various reasons, the CIM system may not accept certain file types
or sizes and these files will not be moved but there may not be an error message from the CIM stating that the
following files were not moved.
One last note, as part of your due diligence, how documents are migrated within the CIM (i.e., from one project or
department to another) should be reviewed with the vendor. But more importantly, how are documents migrated
from the CIM to a new CIM or back to your own repository services. It is entirely possible that at some point in the
life of your CIM system that you will either want to move to a new CIM that offers inexpensive archival storage or to
return the documents stored in the CIM to your company. This includes not only the documents but their metadata
values and other structural elements such as the directory/subdirectory structure.
What does the Future Hold?

The future of CIM systems is bright and getting brighter as the pace of improvements and innovation pick up
throughout the industry. Many of the original CIM systems have continued to improve their internal functionality
(and stability) over the past year and many have begun to connect with other cloud system providers. For example, a
straight-forward store and retrieve site may now offer connections to systems that offer project management, CRM,
ERP, and others. It is now entirely possible that a small company can operate completely in the cloud and not have
any physical office space, computer room, or IT department. The following functions exist as cloud-based
applications:
Customer relationship management (CRM) working with your customers
Enterprise resource planning (ERP) managing your accounting and financials
Human resources (HR) managing your personnel
Project management managing your projects
Email managing your email
Document and content management
Company webpages and corporate presence on social media sites
Information management (IT) managing your IT needs and monitoring your cloud applications
With the above basic sites, a company can actually exist without any corporate facility except a physical mail
address (which can be a post office box) and all company employees can operate from virtually anywhere there is an
Internet connection. Also, employees are not restricted to any device and can use Apple, Microsoft, and Android
PCs, and their choice of tablets and smartphones. There is also virtually no restriction on the software used to
compose documents (word processing, spreadsheets, and presentations) as many cloud-based applications supply
their own software to provide these functions as well as providing a common format (such as a .doc file format).
All-in-all, the CIM systems have opened up a new and exciting avenue for the content management industry. The
existing legacy systems have been getting more complex and expensive while user adoption has gone down hence,
one of the reasons for the rise in CIM systems. As CIM systems continue to grow and add functionality, they will
become more and more part of the ECM toolkit that is employed to manage content within a corporation.
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By Bud Porter-Roth, Consultant at Porter-Roth Associates.

Mr. Porter-Roth has over 20 years of experience as a consultant, with a focus on electronic
document management, records management, and document conversion projects.
Mr. Porter-Roth participates directly in each engagement providing a hands-on approach to the
business process analysis, interviewing users, and writing a final report and presentation. He has
also been engaged to provide high-level reviews of installed document management systems for
senior management.
Prior to being an independent consultant, Mr. Porter-Roth held various positions at TRW Financial
Systems, Plexus Computers, Tandem Computers, and Ford Aerospace. Areas of specific expertise
include project definition, business process definition, requirements analysis, opportunity
cost/benefit analysis, RFP development and technology/vendor evaluation, and project quality
assurance.
Mr. Porter-Roth has a broad based knowledge of government and commercial industry having
participated in major projects for the IRS, California State government, local county and city
governments, and commercial businesses in the financial sector, retail industry, petroleum
industry, and others.
Mr. Porter-Roth is the author of the following books:
Document Conversion Project Guidelines. Amazon E-Doc 2006
Request for Proposal: A Guide to Effective RFP Development Addison-Wesley (December
2001)
Writing Killer Sales Proposals: Win the Bid and Close the Deal Entrepreneur Press (Spring
2004).
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SUPPORTING ARTICLES:
n 8 things you need to know about cloud content
management
n Cloud Content Management
n Defining Cloud Information Management (CIM) Systems

n Ive Heard That Before
n How Cloud Storage Is Changing Your Habits

n Cloud Content the Way Business Needs It
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8 things you need to know about cloud

content management
By Aaron Levie, CEO and co-founder of Box
One of the more interesting developments in the content management space in the past few years as the industry
mainstreams is the development of a wide variety of models for delivery of content management functionality. In
addition to the traditional in-house software solutions, the market now includes a host of SaaS, open source, and
cloud solutions.
Todays guest blogger comes from the cloud part of the content management continuum.Aaron Levie is the CEO and
co-founder of Box.net, which he launched in 2005 with the goal of helping people to access, collaborate, and share
all their content online. Based in Palo Alto, Box.net has since grown into a leading Cloud Content Management
solution for almost 4 million users and companies ranging from small businesses to Fortune 100 companies. At Box,
Aaron focuses on product and platform strategy, incorporating the best of traditional content management with the
most effective elements of social business software.
8 things you need to know about cloud content management (CCM)

1. Your business is already using it.
Todays workers need a way to share and collaborate beyond the firewall, a function not easily facilitated by
sophisticated ECM solutions. The workplace has exploded beyond the traditional boundaries of the office walls;
individuals and departments that work with partners, vendors and even customers have had to find alternate ways to
share, implementing wikis, extranets, and in many cases, cloud content management platforms. Divisions like
marketing, which typically work with a number of agencies and consultants, are likely to deploy CCM at the
departmental level, oftentimes without the endorsement of an IT administrator. And given the inherently viral nature
with any product thats used to share beyond a closed group, CCM often spreads organically throughout an
organization.
2. It will blow open the content management market.

While ECM solutions fulfill the complex needs of larger organizations, such as records management, e-discovery and
archiving, their many functionalities are often unnecessary - and unaffordable - for many small to medium businesses.
But this does not mean that SMBs - which represent over 99.7% of all US employer firms and over 50% of the
workforce - are not in need of a content management solution. Being web-based, CCM platforms are scalable up and
down, and come with a much lower price tag. They can provide a holistic content management solution for previously
under-served smaller companies that dont have the highly structured needs of large enterprises, and are often already
running much of their business with lower cost, cloud-based applications.
3. It will make your data accessible across devices and applications.

Todays workforce is more mobile than ever before, and companies are reevaluating the office cubicle and 9-to-5
workday model in favor of a more cost effective virtual workforce. Consequently, workers need to be able to access and
engage with their crucial business content across devices and applications. With web-based content management,
files are accessible on multiple devices, and open APIs make it easy to integrate CCM solutions with other web-based
business applications - such as salesforce.com or Google Apps - as well as services hosted on-site, giving users the
ability to access relevant content within any application.
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4. It addresses the realities of security.
Firewalls can be cumbersome, but theres a reason for their existence. The security of business content is immensely
important to any organization, and locking content down within a system is meant to keep it from getting into the
wrong hands. But if workers need to share externally and their given software is too restrictive, web-based tools are
only a few clicks away. Ironically, the restrictions that IT put into place to create a more secure environment are
actually pushing frustrated employees to use external platforms beyond ITs visibility. With CCM, its generally true
that employees have more freedom, but theyre also far more likely to use a platform thats flexible, intuitive, and
integrated with other business applications, meaning theyll stay within ITs oversight.
5. You can afford it. Today.

Like many cloud-based services, CCM costs less. The recession was a huge driver of companies moving to the cloud,
and although the economy is showing signs of improvement, the past few years have fundamentally changed the way
we think about technology purchases. Cloud solutions are more cost effective on a per-user basis, go live faster,
update seamlessly and frequently, and carry far less risk with implementation and execution. Weve all heard stories
about six-or-seven-figure technology purchases that never got off the ground or were only implemented narrowly. The
on-demand nature of cloud and SaaS systems make such events nearly risk-free in terms of time and money. And
cloud platforms like CCM will only get more affordable as vendors benefit from immense economies of scale as their
business grows, and pass along these cost savings to the customer.
6. It adds value to your current ECM solution and opens opportunities for the ECM
ecosystem.
While CCM can fulfill the content management and collaboration needs of small to medium-sized businesses,
functions like e-discovery, records management, archiving are outside of CCMs domain. Many large companies have
spent significant resources deploying ECM solutions to handle highly structured processes, and when integrated with
these systems, CCM provides a highly usable and flexible platform for users, with robust analytics for IT
administrators, and easy connection to other web-based and on-site platforms through an open API. This new category
of content management opens up immense possibilities for the content management ecosystem, and were already
seeing the emergence of consultants who specialize in bringing cloud technologies to their clients
7. Youll never have to deal with a software upgrade.

Todays IT departments have to juggle the demands of workers and the realities of the expanded workplace, pushing
them to rethink the amount of infrastructure they want to support versus what could be outsourced. When IT
departments are no longer bogged down by maintaining servers, installing upgrades, and training users, they can
focus on driving a companys ability to innovate and execute, thereby becoming more strategic and business-critical.
IT innovators also recognize that if they dont provide software with the usability of consumer tools - software that
empowers sharing across devices and beyond the firewall - web-savvy workers will use ad hoc applications over which
IT has no control.
8. Your users will be happy.

Across all generations, todays knowledge workers are significantly more web savvy than ever before, but this evolution
has largely been driven by consumer - not enterprise - technologies. Consumer applications like YouTube, Flickr, and
Facebook are fast, intuitive, and dont require anything extra to get started. What happens when people bring these
expectations into their workplace? Todays workers - and especially millennials who grew up using these consumer
tools - require software that helps them get their job done with the simplicity and usability of the internet. Theres a
fundamental difference between giving your employees software that they want to use rather than software that they
have to use.
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Cloud Content Management

By Shadrach White, Founder at cloudPWR
Cloud Content Management (CCM) is such a new subject that at the time I wrote this post there is not a Wikipedia
entry for CCM. I originally heard the term from Larry Hawes of Dow Brook Advisory Service. Larry was hired by Box
(formerly box.net) in 2010 when he was with Gilbane Group. Box was championing the term in order to differentiate
traditional ECM from Content Management, File Sharing and Collaboration in the cloud.
As the workforce demographic continues to shift from Baby Boomers to GenX / Y / Millennials and beyond the mobility
of the modern knowledge worker demands that they can access corporate IT Assets on their personal devices. These
users are efficient and masters of multi-tasking. They use technologies that many CIOs have never heard of. They
should and will expect that the services, apps and information tools they use to perform their jobs are as easy to use
as in their personal lives.
I believe the distinction between ECM and CCM should continue as a way to differentiate between two very different
models and modes of working. Legacy ECM software is licensed per seat, by concurrent users or CPU count(s) with
associated software maintenance. These solutions are robust and highly scalable but they are also expensive,
complicated and proprietary. Some may differ with me on using the term proprietary and point to the fact that they
support multiple OS, SQL Database(s), INSO viewing or provide APIs for third party software integration. But lets
keep it real, unless its Open Source its proprietary. Another key issue customers face is can you easily migrate or
convert your content from one ECM platform to another or in some cases even afford upgrading to the latest version. I
predict this will also become an interesting challenge for CCM providers as some customers decide to move from one
to another. Legacy ECM works very well and has solved real business challenges for thousands of organizations
worldwide, its just different from CCM.
The cloud computing model by its nature is mobile, accessible and open to rapid integration. CCM is currently
focused more on collaboration, mobility and ease of use. As you look around some providers have been offering ASP
or hosted solutions for several years. They are similar to ECM and are really just cloud washed versions of their thick
client ancestors. There are a handful of companies that do offer true cloud based alternatives that are highly secure in
either multi-tenant or private cloud based options. The newer companies that have not come from a traditional
background are focused on more open and simple use cases. That is not to say they arent secure, scalable and
integrated. In fact in many cases they are easier to integrate because of their web services architecture. Also many of
the mobile apps offer content encryption features in the business and enterprise editions.
Cloud solutions are easier to use than ECM platforms that are often complicated and require many hours of
specialized training. On the other hand CCM services are not as feature bloated (rich) as ECM and so they lack some
of the compliance certifications needed for use in highly regulated environments. But that is also where they have an
advantage. People like to use CCM because it looks and acts like social software. I predict that as we see the
products mature these gaps will be filled by both the manufacturers themselves and the emerging partner ecosystems
or cloud brokers.
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ECM Toolkit
Defining Cloud Information Management

(CIM) Systems
Are you looking into cloud information management (CIM) systems and getting confused? Are social networking sites
also document management sites? Is storing files in a cloud storage application collaboration or is it just a smart FTP
site? What are the functional differences between cloud collaboration sites?
In order to define cloud-based service applications in terms of how they appear to be cloud collaboration applications,
the following five types of applications are reviewed:
1. Simple storage and retrieval.

This type of application offers the user the ability to store and retrieve files in a cloud-based storage area. It
provides only basic functions, like login security, but does not offer any document management related
functions such as version control, check in/out, workflow, etc. These sites may be called simple collaboration
because you can share your site password with other users who can then upload or download documents.
Essentially, this is an easy to use cloud-based FTP-type site and can be considered basic file collaboration. For people
who have no ability to freely share files within a company or from a company to people outside of the company, this
works well, is very simple to set up and maintain, and is inexpensive (or free).
Just remember that once a password is shared, all participants can view, edit, delete and that there is, generally
speaking, no individual folder/file security, no versioning of documents (once overwritten the original is gone), no
auditing (who made that last change?), and no basic management controls.
Typically no IT is needed to operate the site.
2. Basic document management.

This type of application offers the user content storage/retrieval as well as document management
functionality such as the ability to create folders/subfolders, version control, check in/out, audit history,
search, and other basic document management functions. This type of site allows the owner to assign security
privileges such as edit or view only to users and security may be at the site, file folder, and document level.
This type of site may be viewed as a light-weight document management system and may also offer
integration with other applications via an API.
These sites are typically set up with standardized functions that are configurable by the owner but not customizable.
For example, you may want an audit history of files for compliance purposes but if the site does not offer audit
history, you cant customize the site to have that function. Or if you want to tag folders/files with metadata to
make them searchable, that may not be offered and you would not be able to search by metadata.
This type of site is easily set up, provisioned, and operated. It is built to be dead simple (hence the no
customization), and will typically provide almost all of the functionality needed to do document collaboration. It
should be considered an excellent value for the functionality offered.
Typically no IT is needed to operate the site but IT could provide such things as integrating company security
applications, such as AD, into the site to facilitate group logins and permissioning.
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3. Complex document management.
This type of application offers all of the functions listed above and may also include the applications for
content creation these sites may include a word processor, spreadsheet creation, presentation creation,
records management capabilities, a calendar function, an email function, more complex workflows, and other
application functions that one would expect in a fully realized document management system. Once a user is
logged into the site, everything needed for document creation and management is included and the user
operates in a complete environment.
This type of site may also offer the ability to customize the site via scripts/programming in addition to integration with
other applications via an API. But, because these sites are more complex, they are not as simple to operate as the
first two types of sites.
IT is (typically) needed to set up and operate this type of site.
4. Functional applications with document storage.

This type of application offers specific functional applications such as human resources (HR), enterprise
resource planning (ERP), product management (PM), customer relationship management (CRM), and others.
This type of application is built to provide the necessary functional requirements for the application, such as
CRM, and may also provide the ability to upload documents into a storage area typically related to a project
or client account. However, these systems typically do not provide any document management capabilities
no version control, no check in/out, etc. They may provide simple workflows for the documents once they are
associated with a project or a clients file.
IT is not typically needed to set up and operate this type of site.
5. Social networking applications with document storage.

This type of application offers the ability to provide social networking through establishing an individual home
page, ability to tag or invite other users to your home page, the ability to establish communities of users,
blogging, IM, etc. This type of applications may also offer the ability to store and share documents with other
users but typically does not include any document management capabilities.
At its most basic operation, IT is not needed but when considering a company-wide implementation with cross
departmental interactions, IT will be needed.
All of these sites do offer tremendous productivity to the user but there are potential issues for records management,
governance, and compliance not to mention files outside of the firewall and multiple internal applications/sites
fragmenting a concerted document management strategy. While many of these types of sites do not require an IT
presence, I suggest that IT be brought in to help review site security and to be aware of how the site is used and by
whom.
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ECM Toolkit
Ive Heard That Before

By Helen Streck, President/CEO at Kaizen InfoSource LLC
Have you heard the statement I dont have to care about retention anymore; I am going to store my data in the
cloud? I have. Statements like this one make me think of the blue sky filling up with so much data that it blocks
out the sun, clouds turn dark; the weight of the sky becomes oppressive. My shoulders curve to bear the weight of
the data on my back, and the burden weighs me down.
Oh wait! I was just exaggerating; but only a little. If companies relinquish their responsibilities to a cloud vendor,
they are making decisions to ignore what could be impossible, if not impractical to defend or support. I have heard
that statement more than one time in my career. I have heard it in the last year. When I hear it I do roll my eyes.
For someone to say that they are going to ignore retention requirements because all they have to do is store their data
in the cloud, they are choosing to diminish managing information to a single issue. If storage and retention were the
only aspects of managing information, then the staffing levels of most IT and RIM departments are way too big.
Managing information is more than just storage.
Managing information, your information, and my information has many components. First of all ownership!
Organizations own their information. Being concerned about all components of my information is the beginning of
realizing that just storing it in the cloud and hoping for the best is risky business. Information is needed to do
business and defend the organization in times of litigation. The courts dont let you get away with not managing all
the components. Their perspective is if you have it, you must think it is important, so it must be accessible and
available. But if my information is just being stored by another party, can we always get to it? What are my rights?
What if I dont want to keep paying for information that should be deleted its retention is passed. Not controlling
retention means you relinquish your ability to control costs, and increases risk.
Managing information means having the right rules for what is an appropriate record. Not everything that is created
by employees in an organization can be classified as pertaining the organizations business. Are you giving up these
rights also just to not pay for employee costs? Uncontrolled and unmanaged, just storing data in the cloud adds up.
Maybe not as fast, but you will need labor to determine what is relevant in litigation. Whether you should have saved
it at all or for this long will also impact costs. Leaving the decision about how long to store data in the cloud to
others, is very safely assuming you are willing to leave the costs of managing your information to someone else as
well. I refuse to give up that right. And there are those other aspects of information that need to be considered too.
Managing information includes defining what is a record, the sensitivity of information, protecting information,
information use, retention, classification, and those are just on the information side. These are management issues
that may or may not be valued at the same level by services in the cloud.
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How Cloud Storage Is Changing

Your Habits
By Chris Riley, ECMp, IOAp, VP Marketing at Pingar, Inc.
As consumer technologies take over the world, you cant help but notice the interesting paradigm shift that comes
with it. Im not talking about the shift in technology, but how we perceive technology. Like all consumerized
technologies, users start adopting the technology before they think about how they will adopt it. Whereas with
enterprise technology, you think about how you use it first. Cloud storage is one of these new technologies and at the
forefront of an ECMers mind. How is Cloud storage changing end-user habits?
The ease of adopting Cloud storage is frightening, as the chances of poor adoption are very high. But In some ways
the approach of adopt first, think later, is benefiting end-users understanding of content management. Cloud based
storage changes the way a user thinks about content in general, the structure of the content.
Thinking about content in a different way:
Users identify the difference between just storing content to how its used
Users experience the benefit of content and infrastructure agility
Users turn the magnifying glass on the content
The purpose of Cloud storage systems is to actively interact with the content, not just for a backup. If you are using
Cloud storage as a glorified FTP or archive, NO! Stop doing that. Why would you waste the space and the cost of a
system that was not designed for long term retention? If you are an individual, go out and buy a consumer grade SAN
instead and open it up the web. If you are a company, just shame on you. Its likely Cloud storage allows you to
eliminate an external drive or two, but its purpose is substantially more than file storage. For end-users in the past
they usually were not confronted with the difference between active content and stagnant long term content, but now
they have an opportunity to consider it. Suddenly users are understanding meta-data, versioning, and basic document
security.
Thinking more about structure:
Users are forced to consider organization
Users are forced to consider file size and type more
Free or Pay, Cloud Storage systems pose a storage limit of 2GB, 50GB, 100GB and so on. This limit can be
frustrating when you are close to it, but its also very good. Users have to consider what they put into these limited
sized buckets. The tension between the limit and a drive to maximize it creates positive thought processes. The idea
of efficiency is activated and has users thinking about file size, types of files, priority of files, what to keep, what to
dump, and the organization of the content.
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Thinking more about scanning, if youre doing it:
Users see more consequences of bad scanning
Users must consider two stage scanning
And now for a specific business use case: document scanning. Organizations that scan and have Cloud storage
consider how they can start scanning to the Cloud. There is no easy or straightforward answer to this, as with all
things document capture, but that is where they opportunity lies. Organizations who are blindly scanning documents
today (there are many) to an on premise file share, are forced to take a step back to consider how to do it right in
Cloud storage. Some of the considerations become:
Scan in the right format before final storage
TIFF Group 4 Image Only
PDF full-text searchable
Leverage Compression, but be careful
Consider two stage scanning based on priority of document ( for example full page OCR or DataCapture )
Single stage, scan directly to cloud
Double stage, scan locally, then upload to cloud
We all know about the direct benefits of Cloud storage. If you are on this blog you probably understand ALL the risks
as well. What Ive been noticing is there is a residual benefit, almost psychological benefit, helping to educate endusers on content actualization.
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ECM Toolkit
Cloud Content the Way Business Needs It

By Jeffrey Piper, Chief Customer Officer at SpringCM
Business users are demanding tools that allow them to work with content from anywhere, at anytime and with anyone.
Extending on-premise ECM systems to users outside the firewall and on mobile devices, however, is flat out hard and
expensive. Its fraught with technical and business challenges such as access to browser interfaces and cloud
architecture, not to mention licensing considerations for external users. As a result, IT departments have been slow to
formally extend on-premise ECM functionality such as file sharing, collaboration and workflow to the Cloud.
In response, business users have moved in droves to whatever content cloud service they could find that seems to
address their needs. In a study earlier this year by CryptZone, a SharePoint security vendor, 45% of business users
admitted to taking customer-sensitive content out of SharePoint to do their jobs to put on consumer file sharing
systems and thumb drives to just to work at home and share with those on their projects. Unfortunately, by relying on
consumer-class file sharing services, users introduce serious vulnerabilities into the corporate computing environment.
In fact Gartner predicts that by 2014, a worm exploiting cloud-based personal file synchronization services will cause
massive, costly enterprise data loss and service disruption. {Gartner Predicts 2012: Enterprises Must Balance
Opportunity and Risk in Cloud and Mobile Security}
An AIIM 2012 Industry Watch survey (http://tinyurl.com/9mpma6n) indicated that only 19% of IT department actively
prevent content from being downloaded in an ad hoc way while only 5% of these departments offer an official cloud
alternative. Additionally, only 11% of respondents have a policy governing the use of business-class systems. That a
lot of rogue content access!
So, what does business-class look like?

First, business-class security. When assessing security, consider 4 aspects:
Content in transit When content is uploaded (in transit), is it transmitted over 128-bit SSL or
sFTP/FTPS? Is email encrypted with TLS or other encryption protocol? Is fixed media encrypted while in
transit to the data center?
Content at rest Is your content and metadata 256-bit encrypted while at rest?
Content on mobile devices If an employees mobile device is lost or stolen or an employee is terminated,
can company content be wiped? In the case of BYOD, can you delete only company content and not the
employees personal data? Can some content be required to be synced while other content can never be
synced?
Robustness of the vendors data center, and related security policies and procedures. Has the vendor
passed SSAE 16 and SOC 2 audits over their whole stack? Is data backed up? Is it redundant? Is there a
tested disaster recovery plan in place?
Business-class means answering, yes, to all of these questions.

Second, business-class governance. This is a tricky topic as one of the beauties of most cloud apps is that line-ofbusiness application admins and end users can configure the app in a many ways. Its quick work to click a few
buttons to enable users to do all kinds of stuff with little consideration of policies and procedures. With that in mind,
it easy to set up a taxonomy or folder hierarchy but does it supports policies and procedure? Can users be required to
put content in the right place? Is there a rich metadata model thats easy to adopt to support classification, search,
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reporting and workflow needs? Can content access and entitlements be set on a document level or is folder-level as
granular as the system will allow? Can you set expiration and retention schedules? Does the system allow you to make
copies and/or move content, or not? Can content be classified as a record in the event of ediscovery? Again, for
business-class systems, the answer is yes.
Third, business-grade rights management. How can corporate IP or intelligence be safeguarded while at the same time
accessed by those who need it to be effective at their jobs? Can those with permissions share content with 3rd
parties, and, if so, can entitlements be enabled/restricted (i.e. view/edit/delete/etc.) as policy dictates? Can documentlevel access permissions be granted or is a library or folder the most granular? Can content be downloaded? If so, is
native format okay or is an un-editable PDF available? Can printing, email, faxing or forwarding be enabled or
restricted? Can rights be automatically set by the system or is manual intervention required? Once again, yes, is the
answer for business-class systems.
Using content cloud services is inevitable whether it is a corporate initiative or through the creativeness of business
users. Selection of business-class tools provides the foundations to ensure that your content is managed to corporate
policies and procedures. Why take a risk with consumer-class services?
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RESEARCH AND STATISTICS:

n Content in the Cloud - Making the Right Decision
n Records Management Strategies - Plotting the Changes
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Content in the Cloud - Making the Right Decision

Introduction
Cloud computing is not new. Web-based email, cloud web-development and a host of useful SaaS (software-asaservice) applications have been available for over 10 years. Social applications used within and beyond the business
are also more than likely to be SaaS-based.
What seems to be new is the growing realization that mainstream enterprise applications and core office applications
are heading for the cloud with a degree of inevitability. Decision makers are facing a choice of when to move core
functions to the cloud rather than whether to move them. Included amongst those enterprise applications are
document and records management systems, and corporate collaboration suites, and these throw into sharp relief the
issues of security and governance that can often be weighed off in other web applications in favor of cost-saving or
flexibility.
The decision process is made more difficult by an almost emotional belief that seeing and touching a given server or
database at a given location means that the content is safe and secure, and above all, the ownership is clear and
compliance is satisfied. But when we look beyond the emotion and create a decision matrix based on experience and
judgement, we can see that there are potential benefits to the cloud of cost savings, flexibility and access, and
potential risks of security and continuity. Each organization needs to set its strategy based on that balance, and, most
importantly, review that decision as they gain experience of cloud offerings and as these services grow and mature.
Part of this balance is to understand that there is a broad spectrum of cloud services from local outsourcing to
consumer-style apps, and often it is the latter that make the running in the perceptions of stability, security and
compliance. However, business users and managers are often prepared to disregard these shortcomings if it helps get
the job done more quickly and simply. Indeed, a reluctance on the part of IT, and in particular records and
compliance managers, to provide official, cloud-based file-sharing and collaboration platforms has resulted in the
wide-spread adoption of un-governed file-sharing applications, many of which can best be described as consumergrade when it comes to security and rights management.
In this report, we look at the issues, experiences and decision-making around general cloud computing, cloud
platforms, content storage in the cloud, cloud collaboration and cloud governance.
For IT decision makers its not a choice of whether to move core functions to the cloud but when. In particular
document and records management systems, and corporate collaboration suites, throw into sharp relief the issues of
security and governance that can often be offset in other web applications in favor of cost-saving or flexibility. Of
particular concern are the consumer-grade file-sharing systems that can by-pass IT control, but which business users
find so useful.
Key Findings
IT in the Cloud
41% of respondents consider cloud will become the de-facto deployment for general IT applications in
their organization within 3 years. 46% consider that document and content management applications will
be cloud by choice within 3 years.
The strongest advocates for a move to cloud applications are business users and consultants. IT and
Records management staff are mostly against it. Heads of IT and LOB managers are split, but on the whole
in favor. Finance and C-level are split but on the whole against
Page 27
ECM Toolkit
26% are currently using cloud file-sharing services, 20% are creating social media and web content in the
cloud and 15% are using a SaaS sales & marketing application. 38% are not using any cloud applications.
Only 4% have ever had incidents of data loss, security intrusion or long-term unavailability from cloud or
SaaS applications. Of those, only 2.5% reported actually losing data. 70% have been completely troublefree.
37% do not see data in the cloud as any more vulnerable than on-premise, including 10% who feel it is
safer. This rises to 47% and 17% respectively of smaller organizations.
13% have a strategy committing them to cloud or outsource for all future applications. 45% will chose
between cloud and on-premise per application, and depending on experience. 36% have no plans. Only
6% have a policy not to deploy applications in the cloud.
The strongest driver given for a move to IT in the cloud is reduced head count in the IT Dept. (45%), along
with a lower skills requirement (20%). Cloud is also considered by many (34%) to be cheaper than
expanding in-house data centers, and there is a preference (30%) for opex over capex.
The biggest inhibitor given for a move to IT in the cloud is security (61%), followed by the need to
demonstrate compliance, and custody (53%). Integration with back-office applications is given as number
three (31%).
Cloud File-Sharing
30% are seeing increasing use of unofficial cloud content management and file shares. Only 5% have an
official cloud-based option. 19% prevent access to non-approved sites.
The need to share content with project groups outside the firewall is given as the most likely reason users
and managers are by-passing on-premise content management. Convenience and simplicity are next,
followed by better mobile access.
45% have policies to avoid the use of consumer cloud-based file shares, although for 12% they are not
enforced. 37% have no policy. 17% encourage use if it benefits the project, but only 11% specify that a
business-grade system should be used.
Content Management in the Cloud
42% of responding organizations have strategic plans to use some form of 3rd party cloud content
management. 15% have specific policies against cloud content, and 42% have no plans.
Of those organizations with a defined cloud strategy, 20% are moving their document and content
management systems completely to the cloud, including 4% for records archive only and 6% for active
documents only. 38% are choosing a hybrid of linked cloud and on-premise. 8% are already outsourcing
all of their documents and records management to a 3rd party. The remaining 34% are content to create
new content silos in the cloud and on-premise.
Overall, 12% would prefer to use a branded/public provider for cloud storage, with 35% preferring a local
outsource or a specific local data center, and 20% happy to go with a SaaS ECM provider or use their
existing on-premise ECM supplier. Smaller businesses are much more likely to use a branded provider
(23%) compared to the largest organizations (6%). 28% are happier with a private cloud, although 21%
would be prepared to outsource their servers.
When choosing cloud or outsourced services for document and content storage, security (75%) and cost
(51%) are the overriding considerations. Ease-of-use vies with continuity and service levels (25% each),
followed by integration with back-end systems (19%), and then locale of the data centers (18%).
Due to the variety of national rules and regulations, the locale of the data centre is Extremely important
for 40% of respondents and Important for a further 25%. This rises to 45% for the largest organizations
and 46% for those outside North America.
Page 28
ECM Toolkit
14% of organizations are moving quickly towards Office 365, with 34% expecting to adopt it in the next 3
years rising to 41% of the smaller organizations. 12% are more likely to migrate their Office/SharePoint
applications to their own private cloud. 35% are staying with their on-premise arrangement.18% have no
interest in SharePoint.
Cloud Collaboration
68% are looking to use cloud collaboration within the business and between remote sites. 64% would also
like to do so with customers - of which only 15% are doing so already.
File sharing is the most-important aspect of cloud collaboration, but 58% consider folder and document
permissions to be an essential feature. Most would also like approval workflows, capture, and annotate
functions.
Cloud Capture and Archive
Most cloud users (63%) are uploading files one-by-one, although 28% are synchronized to an on-premise
repository. 26% are archiving content or emails to the cloud. Around 10% are scanning to the cloud, either
via email or through an in-house server (7%) or via an outsource (6%).
Cloud Governance
50% of cloud users are attempting to manually replicate security and records policies for on-premise
systems with the cloud, with a further 40% admitting that their cloud governance is somewhat ad hoc.
Only 10% are synchronizing rights between on-premise and cloud systems.
63% see cloud file-share sites as the new wild west. A net of 50% agree that cloud does not yet tick
enough of the security and reliability boxes.
Overall Experiences
A net of 60% agree that apps and app stores are changing IT deployment and by-passing IT (net 44%). A
net of 41% feel that the true costs of cloud deployment over the long term are being ignored
Overall, a net of 32% of respondents see IT staffing across the profession falling because of cloud,
particularly for server and infrastructure specialists (net 61% agree) and storage & archiving (net 18%
agree). A net of 38% feel that the demand for security expertise will grow.
The most useful application reported by those already using cloud content is for sharing content amongst
specific projects and project teams, particularly those outside the firewall. The second benefit is that cloud
sets them free from the limitations of in-house infrastructure, is simpler, and allows fast deployment and
the chance to experiment.
In this report, we look at the issues, experiences and decision-making around general
cloud computing, content storage in the cloud, cloud collaboration and cloud governance.
Download the free 28-page report to inform your decision-process.
Access Report
Page 29
ECM Toolkit
Records Management Strategies

- Plotting the Changes
According to this AIIM survey, legal costs, fines and damages could be reduced by 25% if organizations applied best
practice procedures to records management, security and e-Discovery. Just 13% of the respondents think their
organization already follows best practice in these areas. We also found that the volume of paper records is finally
decreasing, and that reducing storage costs is lining up with compliance as the biggest driver for RM projects.
Introduction
The underlying principles of records management (RM) were set out in the days when all records were physical, and
were mostly generated and stored on paper. Most organizations still follow those principles in the day-to-day practice
of managing paper records. After a very slow start, most organizations are also now aware that they need to implement
management policies and systems for electronic records. Most RM system deployments have followed the same
principles as were applied to traditional paper records regarding declaration, classification, retention and disposition.
Indeed, in many companies, electronic record management (ERM) systems serve a dual purpose of managing both
physical documents and electronic records.
One of the major benefits of managing and accessing records electronically is that they can be made widely available
to the workforce at any geographical location, as a searchable repository for shared knowledge, compliance and
litigation support. Ideally, this would take place through a single search and access portal, and, again ideally, the
records would be stored under a common classification system, with a single security model and with universal
retention policies.
To achieve this degree of enterprise-wide conformity presents a tough challenge even within relatively stable corporate
environments, but in recent years it has become a somewhat daunting aspiration due to the sheer volume of potential
records being generated. This comes on top of the rapid increase in media types that need to be considered as
records, as well as the accumulation of separate document repositories within email, messaging, ERP, CRM,
collaboration and line of business systems. Further disruption from on-going mergers and acquisitions simply adds to
the challenges.
In this report we compare the adoption and success of traditional approaches, the strategies being considered to cope
with current and future challenges, and the trend of investments in records management solutions.
Key Findings
The volume of paper records is finally decreasing. Paper records are decreasing in 41% of organizations, compared to
31% where it is still increasing. This is the first time AIIM has measured a net decrease across all sizes of
organization.
Access to records across the enterprise is still poor: 28% of respondents consider the accessibility of
records to employees across their business to be poor or very poor. Only 4% consider it to be excellent
for example, being able to search an enterprise records system for records from many sources.
The goal of an enterprise-wide ERM system is still popular but is proving hard to achieve: A single
enterprise records management model underlying all content systems is the goal for 58% of respondents.
Only 9% have achieved this, although a further 12% have RM integration across organizational units or
subsidiaries. 28% have no RM systems.
Page 30
ECM Toolkit
Support is needed at the highest level: Lack of commitment at board-level or C-level is given as the biggest
reason for non-adoption of ERM systems, and the difficulty of securing agreement across departments is
also frequently cited.
Key policies are not in place: Only 16% of organizations have a documented and effective information
management strategy. A further 15% have such a policy but it is largely unreferenced. Less than half of
even the largest organizations have a risk management plan that includes records management.
Reduced storage cost joins compliance as the biggest driver: Statutory and industry compliance combine to
be the strongest drivers, ahead of reduced storage costs. Sharing and exploiting knowledge comes next.
Legal costs could be reduced by a quarter. Most respondents feel that audit costs, legal costs, court costs,
fines and damages could be reduced by 25% with best practice records management.
Poor records practice can severely harm your reputation: 28% have had their records management and
security practices criticized or exposed by an auditor in the last three years. 6% have been criticized by a
regulator, 5% by lawyers and 4% (1 in 25) in the press.
Dealing with emails and agreeing taxonomies are still front of mind: Managing emails as records and
agreeing corporate classification systems are the biggest current issues. Social, mobile and cloud are the
least pressing.
Search and automated classification are taking some of the heavy-lifting: Many organizations (37%) are
focusing on search to improve e-discovery and knowledge-sharing. Others (28%) are making increasing use
of automated classification.
Resources for RM are being increased: A net 36% of organizations are planning increased RM budgets
(50% increasing, 14% reducing) and a net 20% are adding dedicated staff resource.
Spending on system software is set for biggest increase: Spending intentions for dedicated RM systems,
RM modules for ECM, e-discovery tools, and email management are high, whereas spend on outsourcing
for both physical and electronic records is set to fall.
Download this free 27-page report to see how your records management strategies match
up with the best or the worst and how to move forward.
Access Report
Page 31
WEBINARS:
n Managing Content in the Cloud
Capturing, Sharing, Governing
n Keeping ECM in Sync: Cloud, Mobile,
and On-Premise
n How to Balance Content Management with Cloud

and Mobile
n Your Journey into the Cloud: Optimize your
Mission Critical Systems
Page 32
ECM Toolkit
Webinars
Managing Content in the Cloud
Capturing, Sharing, Governing
As computing heads for the clouds, what are the potential benefits for collaboration and information sharing, and
what particular issues should information practitioners be aware of as regards security, governance, and lifetime
storage? Content may be originated in the cloud, it may be captured to the cloud, or it may be placed in the cloud for
sharing and collaboration. It may also need to be connected and available to both on-premises business processes or
other cloud applications.
AIIM is about to publish its latest research on Managing Content in the Cloud; this webinar will report on the trends
and the compelling story our survey respondents have to tell. Join AIIM CIO, Laurence Hart, as he interprets and
reports on these findings. Some areas hes likely to address are:
Strategy for on- and off-premises content storage and content management
Pros and cons of bypassing on-premises content management
Extending your governance structures to cloud applications
Capturing and synchronizing content to the cloud, and replicating content back to on-premise
Mobile aspect to cloud strategies
This webinar is pre-approved for one AIIM Certified Information Professional (CIP) Certification Maintenance credit.
Access Today
Keeping ECM in Sync: Cloud, Mobile,

and On-Premise
The complexity of managing corporate content has never been greater. New tablet and mobile devices, BYOD policies,
the proliferation of cloud and mobile productivity apps and flexible, mobile working styles are just a few of the
challenges. Cloud connected content is changing the way your organization creates, shares and manages files in
short, how your business works. Well discuss how keeping your files synced inside and outside the firewall, is
changing the way you do business.
This webinar is pre-approved for one AIIM Certified Information Professional (CIP) Certification Maintenance credit.
Access Today
Page 33
ECM Toolkit
How to Balance Content Management with Cloud

and Mobile
The enterprise workforce is changing rapidly. More than ever before, users are driving the change by forcing the
corporate adoption of new social communication tools, new cloud services and new mobile devices. In just the last
year, tablets have gone from being a consumer novelty to being the fastest growing corporate computing device in
history.
To keep up with this pace of change and, indeed, to thrive in it companies need a new approach to content
management. A balanced approach that is user-focused, mobile, cloud-ready and delivers value to the corporation.
Join Paul Hampton, Director of Product Marketing, as he talks about how companies are accessing their content
anywhere and on any device.
This webinar is pre-approved for one AIIM Certified Information Professional (CIP) and ICRM Certification
Maintenance Program credit.
Access Today
Your Journey into the Cloud: Optimize your

Mission Critical Systems
The benefits of cloud computing are many, especially as it relates to providing a more collaborative work environment
for your decentralized and mobile employees, partners, and customers. But your mission critical applications are not
always the easiest to maintain, let alone migrate into the cloud. So what are your options? What are the best ways to
deploy your applications?
In this webinar, we will:
discuss new ways to deploy your ECM infrastructure and other applications into the cloud
examine cloud and hybrid cloud offerings and how you can optimize these to your greatest advantage
learn how a content management system can be optimized in the cloud
hear use case examples of how organizations like yours have successfully navigated the cloud
This webinar is pre-approved for one AIIM Certified Information Professional (CIP) continuing education credit.
Access Today
Page 34
VIDEOS:
n CIP Could Computing Module
n The Cloud: Powering Social, Local, Mobile

An AIIM 2012 Session
Page 35
ECM Toolkit
Videos
CIP Could Computing Module
This video introduces concepts associated with

cloud computing including cloud deployment types,
primary service models, core value propositions,
cloud-worthy applications, and cloud governance.
Watch Now
The Cloud: Powering Social, Local, Mobile An AIIM 2012 Session

You hear the cloud everywhere radio and TV
commercials, technology and business magazines
and websites, conversations with your boss and
users to just put it in the cloud, etc. But what IS
the cloud? Well set the baseline and dissect what
the cloud is; its various components; and how
those components interact with this new way of
business.
The Cloud can be broken into four facets:
Software as a service
Infrastructure as a service
Development/test hosting
Cloud-based file systems
Each of these facets aligns with social, local, and mobile and content management in different ways.
Watch Now
Page 36
WHITE PAPERS AND CASE STUDIES:

n Pharmaceutical Startup Spans the Globe with Cloud
Vault
n Approved Storage Success Story
Page 37
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972-516-4211
M-Files Corporation
Hatanpn
Hatanpn valtatie
valtatie 26
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PRESENTATIONS - LOCALLY DELIVERED

CONTENT:
n Cloud Enterprise Content Management
Lets Un-Complicate ECM
n Cloud Computing and Records Management

How proper planning can ensure you dont miss
the next wave in Services and Platform Delivery
Page 43
ECM Toolkit
Presentations - Locally Delivered Content

The following presentations were delivered at William Penn chapter meetings.
To learn more about AIIMs chapter program, please visit www.aiim.org/chapters
Cloud Enterprise Content

Management
Lets Un-Complicate ECM
Cloud Enterprise Content Management Lets Un-Complicate ECM

Presented by Ed Rawson, Perficient on February 9, 2012.
Ed Rawson GM ECM NBU

Perficient, Inc.
Access Today
Presentations - Locally Delivered Content

The following presentations were delivered at William Penn chapter meetings.
To learn more about AIIMs chapter program, please visit www.aiim.org/chapters
Cl d C
CloudComputingandRecords
ti
dR
d
Management Howproperplanningcan
Management
ensureyoudontmissthenextwaveinIT
d t i th
t
i IT
ServicesandPlatformDelivery:
George Broadbent
Director, Entium Technology Partners
Jamie Brown
Director, Colt Telecom
Cloud Computing and Records

Management How proper planning can
ensure you dont miss the next wave in
Services and Platform Delivery
Presented by: George Broadbent, Entium Technology Partners, on
November 11, 2009.
Access Today
Page 44
1100 Wayne Avenue, Suite 1100

Silver Spring, MD 20910
Tel 301.587.8202 / 800.477.2446
www.aiim.org

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ECM Toolkit

Cloud Content Management - Not

Cloud Content Management - Not Revolutionary but Transformative

A Short History on Cloud Computing . . . . . . . . . . . . . . . . . . . . . . . . .3

CIP Could Computing Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36

Introduction to Cloud Content Management . . . . . . . . . . . . . . . . . . .5

White Papers and Case

8 things you need to know about cloud content management . . . . .16

How Cloud Storage Is Changing Your Habits . . . . . . . . . . . . . . . . . .22

Lets Un-Complicate ECM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Cloud Storage the Way Business Needs it . . . . . . . . . . . . . . . . . . . .24

Cloud Computing and Records Management

Research and Statistics

Content in the Cloud - Making the Right Decision . . . . . . . . . . . . .27

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

Topic Background: A Short History on

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

Feature Article: Introduction to Cloud

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

The technology that drives cloud information

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

Content in the Cloud, only 4% of the respondents had

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

Electronic Document Management and Collaboration

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

The AIIM report on Content in the Cloud found that:

Records Management, Governance, and eDiscovery

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

In the AIIM report on Content in the Cloud:

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

Migration of Document into the CIM System

As part of the migration process,

Duplicate files that existing in the repository

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

What does the Future Hold?

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

By Bud Porter-Roth, Consultant at Porter-Roth Associates.

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

n Defining Cloud Information Management (CIM) Systems

n How Cloud Storage Is Changing Your Habits

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

8 things you need to know about cloud

8 things you need to know about cloud content management (CCM)

2. It will blow open the content management market.

3. It will make your data accessible across devices and applications.

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

5. You can afford it. Today.

7. Youll never have to deal with a software upgrade.

8. Your users will be happy.

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

Cloud Content Management

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

Defining Cloud Information Management

1. Simple storage and retrieval.

2. Basic document management.

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

4. Functional applications with document storage.

5. Social networking applications with document storage.

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

Ive Heard That Before

AIIM The Global Community of Information Professionals ECM Toolkit (2012)

How Cloud Storage Is Changing