Category Archives: Records Management

As Desktop-as-a-Service Gains Traction, Do Not Overlook Productivity Search

by Barry Murphy

Oftentimes, federal government agency IT departments are technology early adopters because of mandates to cut costs and increase efficiencies and business agility. It is not surprising, then, to see FCW.com pointing out that agencies are embracing Virtual Desktop Infrastructure (VDI). Benefits of VDI include simpler and more automated systems administration, better control over security (always a big factor for government agencies), and lower costs for client-side support. Those “hard” benefits are only part of the story – VDI also enables worker mobility (especially important to the Department of Energy) and helps enable more “green IT.” Because VDI provides a zero client environment, it can reduce the required power consumption per desktop, thereby reducing the environmental impact of the agency’s IT systems. This is perhaps more of a soft benefit, but a necessary one nonetheless.

As the FCW article states, there are now two options for deploying VDI: on-premise and through the Cloud, as Desktop-as-a-service (DaaS). There are good market options in both directions, with on-premise providers like Citrix and VMWare, and DaaS providers such as Amazon (with its Workspaces offering) and the aforementioned VMWare (with its Horizon offering). Whichever direction an organization chooses for its VDI, it is critical to remember that business worker adoption and acceptance is the key to ROI. In my experience, one thing that scares business workers when moving to VDI is the potential loss of easy access to their information assets. With VDI, it is a best practice to turn off Windows indexing, and that can leave a business worker without the ability to search for his or her information.

DaaS

With VDI in the Cloud, the DaaS provider will want to manage virtual computing resources diligently – also meaning that desktop indexing will likely be turned off. And with government agencies increasingly storing information in the Cloud, it can make search of that data a challenge. There is an opportunity to ensure a better business worker transition in these environments – build in productivity search requirements up front. Business worker access to information is an important component of easing any kind of end-user angst when transitioning to a new desktop environment. Providing these workers with unified access to common information like email, files, and SharePoint will help with change management and user acceptance. And it is important to stress again – without the end-users, there is no ROI on these VDI projects. Therefore, the upfront productivity search requirements should include a search solution that supports VDI environments and that is deployable in the Cloud, like X1 Rapid Discovery.

The move is on to VDI in the federal government, and industries like financial services and professional services are also in the midst of VDI roll-outs. These early adopters will set the trend of many industries. If the early adopters require excellent business worker productivity search experiences, acceptance of these new technologies will be much smoother and more successful. And that is good for everyone – VDI vendors and customers.

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Filed under Best Practices, Cloud Data, Corporations, Desktop Search, Enterprise Search, IaaS, Information Access, Information Management, Records Management, Virtualized Environment

Federal Government Agencies Face Information Management Challenges, Too

by Barry Murphy

Many moons ago, one of my first projects as an analyst with Forrester Research was to find the answer to a seemingly simple question: what is the industry standard for storing new types of electronic information such as X-rays and other images?  The client was a government agency that needed to store these records long-term and anticipated potentially needing to produce them in court many years in the future.  fed image 2As such, the agency needed to know how to store and find these records.  The answer proved to be anything but simple – in reality, the answer was that there was no “standard” for storing this new type of content.  My investigation into the topic led me to find this new market called eDiscovery and the rest is history.

The experience was interesting because it was my first foray into working with the Federal government.  I went into the experience with the assumption that Federal agencies would somehow be more advanced in their information management efforts.  Records management, after all, was (and still is) very important in government.  But, government agencies are just like other organizations – struggling to keep up with exploding volumes of digital information, under the gun to respond to information requests (whether it is in response to Congressional inquiries, regulatory requests, or litigation), and dealing with the needs for more modern IT infrastructure elements like Virtual Desktop Infrastructure (VDI).

The only difference between government agencies and other organizations is that agencies may be under even more stringent rules for complying with investigations and for dealing with digital information management.  President Obama’s Managing Government Records directive mandates that agencies manage electronic information as stringently as paper records have traditionally been managed.  Agencies are under even more of a microscope than corporations, yet face the same information management challenges.  Information assets are scattered across email, file systems, disparate SharePoint sites, and Cloud-based repositories.  In addition, some agencies adopt newer IT infrastructure elements such as virtualization and cloud computing to stay relevant.  For example, the Department of Energy deployed a virtual desktop infrastructure (VDI) in order to enable worker mobility (Source: Zurier, Steve. Agencies Deploy VDI with an Eye Toward BYOD. Fed Tech Magazine, March 18, 2013). VDI allows agencies to implement initiatives like BYOD while maintaining top-notch security.

Keeping up with modern IT infrastructure, while simultaneously responding to thousands of information requests each year – whether it is in response to Congressional inquiries, regulatory requests, or litigation – is a challenge.  Before assuming that government agencies have the process under control, consider this: according to Deloitte’s Seventh Annual Benchmarking Study of Electronic Discovery Practices for Government Agencies, only 59% of respondents believed their agencies were effective in deploying eDiscovery capabilities compared to 73% in the previous year (Source: Deloitte’s Seventh Annual Benchmarking Study of Electronic Discovery Practices for Government Agencies, Spring 2013).

Why the drop in confidence?  Part of the reason is that traditional search and eDiscovery products fail to effectively support agencies’ IT environments in a way that creates a true solution.  Rather, traditional products have agencies creating centralized eDiscovery labs that require copying information from various systems to a central eDiscovery location.  This is both time-consuming and expensive.  To learn how to address information management challenges in federal agencies, click here to download a whitepaper that outlines the critical problem, its legal compliance implications, and compelling solutions that help agencies develop built-in search and eDiscovery capabilities that reduce costs and improve operational productivity.

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Filed under Information Management, Records Management