The Department of Internal Affairs Keeping records in the cloud Patrick Power Manager, Government Recordkeeping Programme

The Department of Internal Affairs Cloud computing unlocks possibilities but raises security concerns ‎ Public cloud services can provide useful tools for criminals Cloud challenges include hype, federation and identity Cloud computing in the U.S. shows momentum Cloud proves winner for MetService 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 CloudPrivate CloudHybrid CloudCommunity Cloud Service Models SaaSPaaSIaaS Essential Characteristics On demand self-service Rapid elasticity Broad network access Measured service Resource pooling

The Department of Internal Affairs Benefits of the cloud 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… Security Privacy Off-shoring Recordkeeping

The Department of Internal Affairs About records

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

The Department of Internal Affairs Challenge 1: Governance

The Department of Internal Affairs Challenge 2: Metadata

The Department of Internal Affairs Challenge 3: Portability

The Department of Internal Affairs Challenge 4: Retention

The Department of Internal Affairs Challenge 5: Disposal

The Department of Internal Affairs Challenge 6: Exit Strategy

The Department of Internal Affairs Opportunity 1: Usability

The Department of Internal Affairs 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 (04) Questions?

The Department of Internal Affairs