Keeping records in the cloud
Patrick Power
Manager, Government Recordkeeping Programme
The Department of Internal Affairs
Cloud challenges include hype,
federation and identity
Cloud computing unlocks
possibilities but raises
security concerns
Public cloud services can
provide useful tools for
criminals
Cloud proves winner for
MetService
Cloud computing in the U.S.
shows momentum
Bursting the cloud
The Department of Internal Affairs
Overview
• About the cloud
• About records
• Keeping records in the cloud: challenges and
opportunities
• Questions and discussion.
The Department of Internal Affairs
What I’m not covering today
• Private sector records
• NZ government ICT strategy
• An in-depth discussion of privacy, security, or
off shore ICT use
The Department of Internal Affairs
About the cloud
The Department of Internal Affairs
NIST Definition of Cloud Computing
Deployment Models
Public Cloud
Private Cloud
Hybrid Cloud
Community Cloud
Service Models
SaaS
PaaS
IaaS
Essential Characteristics
On demand self-service
Broad network access
Rapid elasticity
Measured service
Resource pooling
The Department of Internal Affairs
Benefits of the cloud
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Reduced ICT spending
Increased flexibility and scalability
Easy to use
Better reliability – security of scale
Streamlining business processes
Business continuity and disaster recovery
Enhanced collaboration
The Department of Internal Affairs
Who is keeping records in the
cloud?
• Anyone who uses Gmail, Flickr, Twitter, Xero…
• NZ public sector – NZ Post, Fire Service,
NZTA, Universities, Polytechnics, Schools…
• US Federal Government: Cloud First Policy
• UK Government: G-Cloud
The Department of Internal Affairs
There are some concerns…
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Security
Privacy
Off-shoring
Recordkeeping
The Department of Internal Affairs
About records
The Department of Internal Affairs
The Department of Internal Affairs
Public Records Act requirements
• Create full and accurate records, including the
records of any matter that is contracted out.
• Maintain records in accessible form
• Disposal must be authorised by the Chief
Archivist
• Transfer records of long term value to Archives
NZ
• Mandatory standards
The Department of Internal Affairs
Keeping records in the
cloud: challenges and
opportunities
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Challenge 1: Governance
The Department of Internal Affairs
Challenge 2: Metadata
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Challenge 3: Portability
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Challenge 4: Retention
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Challenge 5: Disposal
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Challenge 6: Exit Strategy
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Opportunity 1: Usability
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Opportunity 2: Collaboration
The Department of Internal Affairs
Some advice
• Sort out your information governance.
• Know your records – business value, sensitivity,
metadata, formats, retention, disposal…
• Conduct a thorough risk assessment. Some records
should not be in a public cloud.
• Explore and test technical solutions.
• Negotiate contractual arrangements to manage risks.
• Monitor, review, and have an exit strategy.
The Department of Internal Affairs
Summary of key points
• The cloud is coming, if it’s not already here
• Recordkeeping obligations apply in the cloud
too
• There are both challenges and opportunities
• You need to identify and actively manage the
risks
The Department of Internal Affairs
Questions?
http://www.archives.govt.nz/advice
[email protected]
(04) 499 5595
The Department of Internal Affairs
The Department of Internal Affairs