This is a very timely issue for me, because the University of Minnesota
is starting to move into providing Google Mail and Google Apps for
Education to our students and staff.  The issues around this are quite
interesting and I've had several meetings with our IT folks about the
ramifications and how to ensure the security, etc. of the information.  

I'm currently working on a document that will set the guidelines for how
and when to use - and not use - these services.  

As I've told others, it's not an issue of whether we are going to do
this - that's not up for discussion.  We are going to do it, so the
issue is how to make sure that the contracts are iron-clad, that all our
concerns are addressed, and who is responsible for what.  I think the
good news is that RIM is involved, and that as we work through these
issues, there will be more opportunities for collaboration.  

I'd be interested to see how others are handling these "cloud computing"
issues in their organizations.

Susan


Susan McKinney, CRM
Director, Records & Information Management
University of Minnesota
100 Church Street SE
502 Morrill Hall
Minneapolis, MN  55455
612-625-3497 
612-626-4434 (fax)
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Robert F. Williams
Sent: Thursday, March 26, 2009 12:02 PM
To: [log in to unmask]
Subject: Using Cloud Computing in the Management of Electronic Records

In today's Wall Street Journal, there is a front page story on cloud
computing.  It defines the term as information stored and processed on
computers somewhere else - 'in the clouds' and brought back to your
screen."  The focus of the WSJ article is limited - the many meanings of
the term and its growing use.

 

Given the rapid adoption of the cloud computer concept and term by the
IT industry (as detailed by the WSJ), a key question for all records
managers is: What is the applicability of "cloud computing" to the
management of electronic records?  

 

When applying "cloud computing" to the management of records, there is a
need to take into account that the retention of records is largely
governed by laws and regulations.  The bottom line for our legal system
is these three questions: 1) what do you have, 2) where is it, and 3)
can you produce it?  But for many, knowing where content (records) are
located is not possible in their understanding "cloud computing"
concept.

 

Recently at an American Bar Association meeting which I attended, the
topic of "cloud computing" was addressed in detail - leaving one judge,
who is very knowledgeable about e-records and their management, to say
that the recently updated Federal Rules of Civil Procedure would need to
be further modified to address issues raised by the concept of cloud
computing.

 

Given the currency and projected rapid growth of "cloud computing", a
special pioneering session on this topic is included in this year's
upcoming National Conference on Managing Electronic Records (MER '09).
The title of the session is: The ERM Challenges of Cloud Computer: Is
There a Silver Lining?  It will address a) the emerging characteristics
of the "cloud", b) the legal issues surrounding it, and c) approaches o
assure that business information in the "cloud" is authentic and
discoverable.

 

Leading this session will be Alan Andolsen of Naremco Services and
President of the Institute of Certified Records Management Consultants
(ICRM).  He will be joined by Eric Hibbard of Hitachi Data Systems and
the Hon. Ronald J. Hedges, former United States Magistrate Judge in the
United States District Court for the District of New Jersey and a
prolific speaker on ERM issues.  

 

This is one of eight truly pioneering sessions in this year's MER
program.  Additional information about this session and the complete MER
conference is available at www.merconference.com
<http://www.merconference.com/> 

 

For those just coming to understand the term and concept of "cloud
computing", there is excellent information at
http://en.wikipedia.org/wiki/Cloud_computing

 

 

Regards,

 

Bob

Robert F. Williams

President

 

Cohasset Associates, Inc.

3806 Lake Point Tower

505 North Lake Shore Drive

Chicago, IL 60611

 

T: (312) 527-1551

T: (312) 527-1552

 

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