CMSWatch analyst Alan Pelz-Sharpe highlights an important issue regarding the role cloud-computing plays ensuring long-term records management. Pelz-Sharpe says “…For what became abundantly clear from very early on was that records managers and compliance officers really need to get their head around Cloud Computing, and fast.”
Records management professionals are confused about “cloud storage” and where the data physically resides. The “cloud” may imply data is scattered around the globe and un-organized. But that is a misnomer and not true. Inside each cloud, Amazon Web Services for example, is a physical data center just like any other. With very tight security and very good up-time SLA’s.
Pelz-Sharpe says about cloud and records retention: “You need to know exactly how data is disposed of, and how that can be verified.” We couldn’t agree more. In a compliance mode data retention and data destruction are equally as important. Encryption and virtual shredding in the cloud are possible and can be a better way to shred data than using on-premise SAN/WormFS systems where too many touch-points expose risk. Records management in this era of all digital information is vital, and the cloud provides the confidence and low cost to ensure companies will not skimp on their records management initiatives.
The City of Boston’s Mayor’s office is embroiled in controversy for not preserving email records for a key adviser to the Mayor. The specific details are still being uncovered, and storage forensic experts have been retained to try to recover deleted messages from workstations and servers. If the backup tapes exist some of the data will be recovered, but at huge expense.
