Digital Asset Management & Storage Program Program Summary January 2017

Digital Asset Management Strategy Goals Digital Asset Management Today Digital Asset Management Tomorrow Data the way IT needs it Architected for legacy style applications Little knowledge about the data Complex architecture and technologies Adapt the data/need to available solutions Technology driven Organizational consolidation Minimum customer disruption Stable established suppliers Primarily campus based Not readily adaptable to new use cases Difficult to upgrade Islands of technology Capacity constrained Not suited to mobile access Low agility -  High cost Data the way the user wants it Defined end user services: Digital Asset Management and Collaboration Data location invisible to consumer More delivery options  Better knowledge of our data Harvard Mission driven IT/Consumer partnerships Proactive to user needs Support the mobile knowledge worker Primarily Cloud based Cloud based solutions Facilitates collaboration Managed services (SaaS) Data storage locations based on value Very agile – University cost savings Complex, rigid, out-of-date Simple, agile, modern 2

Storage Services Vision Key Performance Indicators 1/3/17 Digital Asset Management and Storage Services Vision Storage Services Vision To provide a flexible suite of digital asset management and collaboration services that use common underlying storage services while reducing costs and increasing service delivery abilities. Strategic Objectives Guiding Principles Key Performance Indicators Design a common and reusable digital asset management and storage architecture Develop new enterprise digital asset management services related to video, research, and the library Review strategy for group file shares in coordination with Collaboration Implement cloud-based storage services for backup and archiving Publish retention and security policies to reduce complexity and risk All services shall align with the overall University cloud strategy and enterprise architecture standards Services shall be secure, highly scalable, highly available, easily accessible, and self-service Reduce premised based storage footprint and service time to deliver All services shall have a clear and transparent fee for service rate model Provide University cost savings over time Customer satisfaction Adoption rate of cloud services Time to execute data asset management and storage requests Service cost recovery Reduction in legacy storage footprint Develop a range of secure, highly scalable, storage services with improved access, availability and self-service tools

Future State Services and Offerings Current Service # offerings End User Computing Collaboration Services 3 offerings Email and Calendars 6 offerings Field Support Services Network Services Phone Services IT Provider Services Cloud Services HUIT Support Tools and Systems Identity and Access Services 4 offerings Server Administration Web Hosting IT Security Information Security Education and Consulting Information Security Operations and Engineering Future Service # offerings End User Computing Collaboration Services 4 offerings Digital Asset Management (NEW) 3 offerings Field Support Services Network Services Phone Services IT Provider Services Cloud Services HUIT Support Tools and Systems Identity and Integration Services Storage (NEW) 2 offerings Web Hosting IT Security Information Security Education and Consulting Information Security Operations and Engineering FUTURE OFFERINGS Collaboration Services Account and HarvardKey Services Email and Calendar Groups and Guests File sharing Digital Asset Management Video Research (Data Verse) Library Storage Backup Archive

Future State Services and Offerings Digital Asset Management 1 Collaboration 1 Video Individual End User Services Research Group Library External Management & Workflow features File shares Backup 2 IT Provider Service Archive 3 Policy (Retention & Security) 4

Team Descriptions Team Key Roles and Responsibilities Storage Architecture Create a consolidated and coherent architectural approach for storage governance teams Create and review proposed storage designs Partner with Enterprise Architecture to review new standards and policies Digital Asset Management Develop comprehensive strategy and plan for Library (Preservation), Video, and Research storage Collaboration Executive Committee Develop comprehensive strategy and plan to migrate individual file shares to OneDrive Evaluate approaches and develop strategy for group file shares Backend Storage Create comprehensive strategy and plan for storage backup and archive services Procure and implement replacement technology in support of cloud adoption Retention and Security Policy Ensure services meet University Security, Audit, and University Record Management requirements and policies – led by Christian, Alan, and James Review and interpret information lifecycle requirements and existing policies around data retention

Pre-Launch (Jan ‘17 - Mar ‘17) 1/19/16 Approach Pre-Launch (Jan ‘17 - Mar ‘17) Phase I (Apr ‘17 - Jun ‘17) Phase II (Jul ‘17 - Dec ‘17) Phase III (Jan ‘18 - Jun ‘18) Collaboration DAM Storage Policy Individual File Share Group File Share Strategy Group File Share Implementation Digital Video (FAS) Expand Video Services Create Initiative Artifacts Develop DAM Strategy DAM Implementation (ITCRB) Identify Backup Strategy Implement Backup Solution Retire SunGard Implement Archive Solution Storage Cloud Migration Redo business analys Publish Storage Architecture Storage Rationalization / Re Architect Define Retention Policies Define Security Policies

Next Steps Validate approach with SLT team members 1/3/17 Next Steps Validate approach with SLT team members Identify program owner, cross-team members, and funding for moving forward Define charters for each each team that clearly defines expectations and outcomes Begin defining material for launch of enterprise program Begin team sessions with critical decisions needed to: Drive to decisions on cloud backup solution Kickoff personal data migration to OneDrive Identify cohesive video storage approach