Latest AIIM research predicts the move to the cloud is inevitable and will dramatically change the computing landscape in the next four to five years
New research from AIIM, the global community of information professionals, exposes a battle being played out by business users and IT departments as the adoption of cloud computing accelerates. The AIIM Industry Watch Report titled, “Content in the Cloud – making the right decision,” shows business managers, who are looking for quick and easy access to applications, are in conflict with IT departments as cost-savings, flexibility and ease of deployment are placed higher in importance than regulation and control.
“Conflicting opinions between IT, business and records managers are unavoidable when it comes to making strategic plans for cloud migration,” said AIIM President John Mancini.“ The conflict is heightened by the fact that 50 percent of business managers view SaaS and cloud as a default option for any new application, whereas only 19 percent of IT managers agree.”
Business managers wanting apps and apps stores have high expectations for ease and deployment speed, while IT and records managers want to exert some degree of governance and security. Despite these differences, the move to the cloud is happening and represents a major change in corporate IT infrastructure as a result of increased local use of social applications, Web collaboration and cloud-file sharing. The research found cloud will become the default model, and the number of organizations that consider cloud to be their de-facto deployment for general IT applications will jump from 7 percent to 41 percent in three years and to 77 percent in six to eight years.
According to Doug Miles, director of market intelligence at AIIM, “Of particular concern is the recent growth in use of cloud-based file-sharing applications. Business users have a tendency to adopt consumer-grade applications as a simple way of getting their job done – often opting for the “freemium” model. Meanwhile IT departments, concerned about security and governance, prevent access to these services, when they should be acknowledging the business need and setting up an approved and secure business-grade service.”
Most IT managers worry that long-term costs are being ignored and the report found that cloud charging models are not weighted in favor of long-term usage. Suppliers should also take note that the obvious concerns over security and reliability are still prevalent and will need to be addressed in any product offering.
In summary, AIIM advises organizations to consider the cloud or run the risk of having business users openly defy IT policies in order to get their jobs done. Top recommendations include:
- Understand the cloud user: Create/maintain a directory of SaaS, cloud and other off-premise applications and record satisfaction levels and user experiences.
- Pay attention to cloud-based file-sharing: Rather than forbid or restrict access set a policy in place to use business-grade applications and avoid unsecured subscriptions.
- Agree on a cloud strategy that encompasses business users and IT concerns: Consider costs, security, application areas, integration, suppliers and back-up systems.
- Set priorities around a phased approach: Start with applications that bring the most benefit from wider access across the enterprise including those outside the firewall.
- Evaluate and consider all viable options: Look at “designed-for-cloud” offerings as well as extensions to existing on-premise systems for increased access and cost savings.
“Business users see the cloud as a way to bypass the IT department, while custodians of content are horrified by the potential risks of ungoverned and isolated content silos,” said Miles. “The best approach is for business and IT managers to put aside their differences and work together to adopt the cloud content management and collaboration solutions that are best for their business.”
The full report, “Content in the Cloud – making the right decision” can be downloaded from the AIIM website at www.aiim.org/contentinthecloud. The research was underwritten by Acquia, Box, Reveille Software, Viewpointe and Workshare.
AIIM has been an advocate and supporter of information professionals for nearly 70 years. The association’s mission is to ensure that information professionals understand the current and future challenges of managing information assets in an era of social, mobile, cloud and big data. Founded in 1943, AIIM builds on a strong heritage of research and member service. Today, AIIM is a global, non-profit organization that provides independent research, education and certification programs to information professionals. AIIM represents the entire information management community, with programs and content for practitioners, technology suppliers, integrators and consultants.
Acquia empowers enterprises with the open source social publishing system Drupal. Co-founded by Drupal’s creator in 2007, Acquia helps customers manage their growth and scale their online properties with confidence. Acquia’s products, cloud infrastructure, and support enable companies to realize the full power of Drupal while minimizing risk. http://www.acquia.com
Box provides a secure, scalable content sharing and collaboration platform that both users and IT love and adopt, including 92 percent of the Fortune 500. Box's dynamic, flexible content management solution empowers users to share and access content from anywhere, while providing IT enterprise-grade security and oversight into how content moves within their organizations. www.box.com
About Reveille Software
Reveille Software™ provides actual end-user response-time management for cloud-hosted applications, recording satisfaction levels and end-user experiences. Reveille Management Console can effectively bridge the cloud accountability gap between the needs for business users and IT, guaranteeing high service levels, reducing support costs, and resolving issues before end users are impacted. www.reveillesoftware.com.
Viewpointe® is a leading provider of multibank infrastructure solutions for customers ranging from credit unions to Fortune 100 institutions. Viewpointe’s information governance solution, OnPointe®, enables organizations to manage their enterprise content and digital storage via private cloud. Viewpointe offers archive capabilities, end-to-end check image exchange and payments association services. www.viewpointe.com.
Workshare is a next-generation enterprise collaboration platform that facilitates multi-party collaboration across departments, between offices, clients and among partners. Workshare solutions increase team and individual productivity and safeguard confidential information, ultimately securing corporate intellectual property, customer relationships and the organization's reputation. www.workshare.com.
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