Capitalizing on the Cloud

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Published on February 26, 2014

Author: govloop

Source: slideshare.net

Description

In today's fast paced and digital world, many in government are looking to the cloud as a means to transform their agency. The cloud allows us to easily collaborate, share resources, receive on demand computing power, and change the way we deliver services to citizens. With the cloud, this all can be done faster and more efficiently than ever before.

Capitalizing on the Cloud February 26, 2014 #gltrain

Welcome & Introductions Steve Ressler Founder & President GovLoop - Tweets: #gltrain - Slides, Video archive & other resources will be emailed to you later this week. - Check out the GovLoop VIP program: http://www.govloop.com/TrainingVIPs

Welcome & Introductions For the Audience: What do you want to learn today?

Keynote Speaker: Records in the Cloud Lisa Haralampus Supervisor, Federal Records Management Policy National Archives and Records Administration (NARA)

Records in the Cloud Lisa Haralampus Chief, Records Management Policy Section National Archives and Records Administration GovLoop Event: Capitalizing on the Cloud: The Results Are In! February 26, 2014

Records-Speak • The records lifecycle: creation, maintenance and use, disposition • Disposition: destruction or transfer to NARA • Retention: how long to keep records before destroying them or transferring to NARA • Schedules: formal, mandatory instructions, authorized by the Archivist of the United States that describe records, retentions, and disposition instructions Records disposition schedules apply to all Federal records, regardless of media type or where they are stored. 6

NARA Guidance Products • NARA Bulletin 2010-05: Guidance on Managing Records in Cloud Computing Environments http://www.archives.gov/records-mgmt/bulletins/2010/2010-05.html • Frequently Asked Questions about Managing Federal Records In Cloud Computing Environments http://www.archives.gov/records-mgmt/faqs/cloud.html 7

Records Challenges in the Cloud Is your agency’s cloud implementation capable of implementing records disposition schedules? • Can your cloud implementation retain records as long as schedules require? 10, 15, 25 years or longer? • Can your cloud implementation ensure complete deletion when retention periods expire? • Can your cloud implementation meet requirements for transferring permanent records to NARA? 8

Other Records Challenges in the Cloud • Maintaining the functionality and integrity needed throughout the records’ full lifecycle • Maintaining links between the records and their metadata • A potential lack of formal technical standards governing how data is stored and manipulated • A potential lack of portability standards may result in difficulty removing records for recordkeeping requirements or complicate the transition to another environment 9

Meeting Challenges • Include your agency’s records management staff in cloud computing solution. See NARA’s website for a list of agency records officers http://www.archives.gov/records-mgmt/agency/ • Define which copy of records will be declared as the agency’s record copy (value of records in the cloud may be greater than the value of the other set because of indexing or other reasons) • Determine how all records will be captured, managed, retained, made available to authorized users, and retention periods applied 10

Meeting Challenges • Include instructions on how data will be migrated, so records are readable throughout their entire life cycle • Resolve portability and accessibility issues through good records management policies and other data governance practices 11

Contract Awareness • Cloud service providers must be made aware of records retention requirements governing a body of Federal records stored in various cloud locations • Cloud service providers must be aware of the unique access requests for Federal records (FOIA, Privacy Act, ediscovery) • NARA Bulletin 2010-05 contains some generic contract language for record management needs that can be adapted by agencies 12

Conclusion • Agency is always responsible for its Federal records even if the records are in contracted space • Cloud environments offer many potential advantages in improving government services, including Federal records management 13

Key Findings: Investigating the Cloud Report Pat Fiorenza Sr. Research Analyst, GovLoop Author, Investigating the Cloud Mark Johnson Director, Government Cloud Strategic Program Oracle

GovLoop Research Goals 1. Highlight case studies and bright spots of government innovation 2. Share best practices and lessons learned 3. Make it tactical and easy to consume 4. Get smart quick on key issues and topics facing government employees 5. Fulfill our mission of connecting government to improve government

GovLoop / Oracle Executive Research Brief • Analysis from a GovLoop survey of 186 public sector professionals • Perspectives on cloud computing from two Oracle experts – Aaron Erikson, director of government innovation – Bob Croker, senior director of strategic programs • Best practices and challenges for cloud adoption in public section • The role of cloud computing shaping the future of government

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

Why Cloud Matters • Various offerings, all based on organizational need • Distinctions are clearly important to understand when investing, but focus on what do we want to accomplish? And then find the appropriate solution. • One agency might need private, another hybrid, etc.

3 Best Practices • Create Robust Security Standards • Provide Effective Training Methods to Employees • Partner with a Reliable Service Provider • 8 Best practices highlighted in report- the rest featured on our government panel.

Q&A Session: Investigating the Cloud Report Mark Johnson Director, Government Cloud Strategic Program Oracle Pat Fiorenza Sr. Research Analyst, GovLoop Author, Investigating the Cloud

Keynote Speaker: Best Practices from NIST Sherwin McAdam Cloud Computing Program Manager National Institute of Standards and Technology (NIST)

Capitalizing on the Cloud February 26, 2014 #gltrain

Top Government Cloud Uses Panel Discussion Moderator: Steve Ressler Founder & President GovLoop Aaron Erickson Director, Government Innovation North America Strategic Programs Oracle Greg Grichtmeier AIS - Customer Experience & Service Center IBM Global Business Services David Logsdon Senior Director Federal Civil, Global Public Sector TechAmerica

Top Government Cloud Uses Panel Discussion As found in the “Investigating the Cloud” research report, the 196 survey respondents said this about how they are using the cloud in the public sector: “Other instances of cloud adoption include document sharing, calendars, data storage, day-to-day computing, email, GIS, and utility billing.”

Top Government Cloud Uses Panel Discussion For the Audience: How are you using the cloud in your organization?

Cloud Best Practices Panel Discussion Moderator: Steve Ressler Founder & President GovLoop Geoff Green Vice President, Business Development Oracle A.R. "Trey" Hodgkins, III, CAE Senior Vice President, Public Sector Information Technology Alliance for the Public Sector (ITAPS)

Cloud Best Practices Panel Discussion For the Audience: What’s your biggest cloud challenge?

Cloud Best Practices Panel Discussion Moderator: Steve Ressler Founder & President GovLoop Geoff Green Vice President, Business Development Oracle A.R. "Trey" Hodgkins, III, CAE Senior Vice President, Public Sector Information Technology Alliance for the Public Sector (ITAPS)

Cloud Best Practices Panel Discussion Best Practice Tip #1 Gather Support From Leadership

Cloud Best Practices Panel Discussion Best Practice Tip #2 Collaborate with Stakeholders

Cloud Best Practices Panel Discussion Best Practice Tip #3 Assure Compatibility When Migrating Applications

Cloud Best Practices Panel Discussion Best Practice Tip #4 Implement Agile Methodology

Cloud Best Practices Panel Discussion Best Practice Tip #5 Adopt Scalable Cloud Solutions

Closing Comments Steve Ressler Founder & President GovLoop

Capitalizing on the Cloud Thank You for Attending!

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