In the digital era, federal agencies are increasingly turning to cloud solutions for records management. This shift represents a significant departure from traditional, on-premises data storage, but it shouldn’t be surprising. “Cloud storage … can improve access to and sharing of records and data, increase security, increase potential for long-term preservation, take advantage of economies of scale and (potentially) save money,” writes Julie McLeod, a professor of Computer and Information Sciences.
McLeod led a study that found the most popular reason for using cloud storage was cost reduction. Cloud solutions also offer unparalleled access to data, enabling federal employees to retrieve and work with records from any location. This accessibility fosters better collaboration among departments and agencies. However, while cloud computing offers numerous advantages, it also presents unique challenges, particularly in the context of government operations. Understanding these dynamics is key for successful use of the cloud.
Challenges in Cloud Integration
The central challenge is that most cloud solutions are more for data storage than for records management. “Many cloud applications lack record functions, so may not meet any records management requirements,” writes advisory firm Capgemini. “[H]ere they differ from on-premise applications, which typically provide a degree of records control as part of their functions.”
For example, a case study of the transition to cloud-based recordkeeping at the University of Michigan Bentley Historical Library reveals that cloud storage services worked well for certain functions, like real-time collaboration, but made it more difficult to “[maintain] records in a way that maintains their functionality and integrity.” For instance, they worked less well for long-term archival purposes, especially with inactive records. The case study’s authors also cite data privacy and security concerns as well.
Best Practices for Cloud Integration in Federal Records Management
Ultimately, managing records in the cloud is a matter of balancing competing priorities. Gaining cost and collaboration advantages without also incurring erosion of records control, compliance, or security is not simple. One of the best practices is to look for cloud environments or cloud-based Electronic Records Management (ERM) solutions that are designed specifically for records management, not just document storage or collaboration. To help identify such solutions, look for approved GSA Schedule 36 vendors.
Another key: make sure records managers have a voice in the decision-making process. Shockingly, McLeod’s study found that recordkeeping professionals were almost never “the leading voice in decisions about cloud storage.” That was the case at the University of Michigan: “[M]any implementation details were made without direct involvement from archivists. In hindsight, the use of such tools proliferated rapidly and the archival implications, though not fully realized at the time, have had a lasting impact on digital recordkeeping practices at the University of Michigan’s Bentley Historical Library.”
Integrating cloud solutions in federal records management is a forward-thinking step that offers numerous benefits in terms of efficiency, cost savings, and data security. However, navigating the challenges requires a strategic approach that can successfully account for the tradeoffs, or choosing a cloud solution specifically designed for federal records management.
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