Go Green with Document Management

Navigating the Cloud for Content Management

Posted by Diane Mitol on Jul 15, 2015 4:56:39 PM

Navigating the Cloud for Content Management

Content management is a BIG deal for most organizations.  That’s because content management or CM concerns a (sometimes complex) “set of processes and technologies that supports the collection, managing, and publishing of information in any form or medium.”  (Thanks Wikipedia).   In essence, an organization’s content is all of the data (paper and digital)  the pertains to the organization, including contracts, HR files, tax returns, accounts payable and receivable, images, licenses, legal documents, spreadsheets, and more. navigate_the_cloud

According to whatis.com, the usual stages in content management include:

  1. Creation
  2. Editing
  3. Publishing, or making the content available to users
  4. Oversight, including managing updates and version control
  5. Removal

These stages apply regardless of the form in which the content exists – paper or digital.  However, when we talk about managing content in the Cloud, we are, by necessity, talking specifically about digital content. The Cloud, quite simply, refers to software, services and data that reside on the Internet rather than on a computer hard drive. 

If it’s on the Internet how can It be private?

This is the part that makes many people and organizations nervous.  While it is true that we can search for and find nearly any bit of information we need on the Internet, when we talk about “searching the Internet,” what we’re really doing is searching the public data that’s on the Internet.  Searching the Internet is nothing more than navigating a huge on-line public library, (analogous to your local bricks and mortar library if it had public passageways that led to every other library in the world).

When organizations, including banks, healthcare facilities, government agencies, privately and publicly held companies and others put their private data into the Cloud, access is via the public Internet, but the data is strictly private…

Let’s go back to our bricks and mortar library analogy:  In a public library, there is often an off-limits area that houses protected data, such as rare books, specialized reference manuals, and other data that requires authorized access.   You have to see the librarian, sign-in and provide ID as well as very specific information regarding why you need access to the data. 

A private Cloud functions in much the same way, with the “librarian” being the walls of security that are built around your data, and the “ID and specific information” you must provide being your unique log-in and password.

Just as in the bricks and mortar library, the librarian maintains a record of who accessed the private materials, along with date, time and ID information, a private cloud maintains a similar digital record of access, as well as audit trails showing what was done with the accessed data, version controls, download restrictions and more.  This means that in many ways data housed in a private cloud is far more secure than paper data that is secured by lock and key.  

But what about hackers? 

Airplanes are the safest form of transportation. 

Wait a minute!  What do airplanes have to do with hackers? 

The reason that airplane crashes make the news is because they happen so rarely, and when they do, large numbers of lives are lost.  When one considers the number of flights that take off and land every day across the globe, crashes are very few and far between and people flying are very safe.

The Cloud is similarly safe.  When one considers the countless amounts of private data that exist safely and securely in the Cloud today, it’s obvious that hackers make the use because unauthorized data access happens rarely, and when it happens, the amounts of data that are released are huge. 

Airplane crashes are most frequently a result of human error or mechanical failure. 

Successful hackings are most frequently a result of human error, such as easy-to-crack logins and passwords as well as “mechanical” failure including outdated systems, known software bugs, and other generally sloppy security measures.

Cloud caution pays off

Taking a reasonable amount of precaution pays off big when you’re putting your precious data in the Cloud.  Chose a cloud content management system that’s proven.  That's why we chose ImageSilo®.

Learn How ImageSilo Improves ECM

Topics: Cloud Computing

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