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Professionals

Migrating Documents to the Cloud: 5 Questions to Ask and Answer

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+Just Stick It in the Cloud . . .

This IS NOT a viable strategy when it comes to migrating content.

Here are 5 questions that you need to ask, then answer, to ensure that your content is effectively moved to the cloud. Because, you know, you actually want to be able to USE your content.

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1. How much data are you migrating?

You probably won’t need to migrate all of your content. Estimate what you need and don’t over-subscribe to your cloud vendor – you can always add more storage as-needed.

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+Why Even Bother With the Cloud?

26% are using cloud file-sharing services.

15% are using a SaaS sales & marketing application

20% are creating social media and Web content in the cloud

Only 38% are not using any cloud applications

Because your staff is probably using it already!

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2. How many users will be using the site?

Decide how many users will have admin permissions. Plus, what permissions will regular users have?

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+Security Concerns Overblown?

61%The biggest inhibitor given for a move to IT in the cloud is the perceived security risk.

70%Report trouble-free use of the cloud. Only 4% had incidents of data loss, security intrusion, or long-term unavailability from cloud or SaaS applications.

Security Scares . . . . . . Aren’t Reality

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3. Who will set up the file structure organization?

Depend on search? Duplicate your existing file structure (regardless of how bad it is)? Drag and drop entire directories?

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+Content Management in the Cloud

•42% of organizations have strategic plans to use some form of 3rd-party cloud content management.

•42% of organizations have no plans yet.

•15% have policies against cloud content.

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4. Who will move the files?

Basically, will it be users or an IT person?

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+It’s Grunt Work So Far (mostly)

28% are synchronized to an on-premise repository64%

of cloud users are uploading files one-by-one

26% are archiving content or emails to the cloud

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5. How will the files be moved?

Email? From a server? Piecemeal? All at once?

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+Confused by the Cloud?

Within a decade, 77% of people think that the cloud will become the de-facto deployment for their organization’s IT.

AIIM Training can help.

You can’t afford to be confused by the cloud.

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+3 Hours Cuts Through Cloud HypeManaging Content in the Cloud gives you the essential knowledge you need to manage your content in the cloud.

Why you should use the cloud – and when not to – for collaboration and managing content

How to manage your content assets safely and effectively

Provide anytime, anywhere access to your content – securely

Contact us with any questions at training@aiim.org.

OR

Enroll today!

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+Additional Resources

For a glimpse at what you’ll learn from taking this AIIM course, read the AIIM Briefing:

Managing Content in the Cloud. [click to download]

All statistics can be found in the AIIM Industry Watch, Content in the Cloud – making the right decision.

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+The Course Author

Thanks to Bud Porter-Roth of Porter-Roth Consulting for writing the course and the framework for this slideshare.

Bud has over 20 of experience as a consultant, with a focus on electronic document management, records management, and document conversion projects. He has been engaged to provide high-level reviews of installed document management systems for senior management. Bud has a broad based knowledge of government and commercial industry having participated in major projects for the IRS, California State government, local county and city governments, and commercial businesses in the financial sector, retail industry, petroleum industry, and others.

Bud can be reached at budpr@erms.com.