Cloud computing may not meet email compliance needs

(Montag, 15 März 2010) | Category : Email storage optimization

Cloud computing has been one of the most common buzzwords in contemporary IT, but does it live up to the hype? For organizations wondering about meeting email compliance, cloud computing may not be an appropriate solution. Without internal control over the email archiving process, organizations could be left in the dark when certain typical problems arise.

A recent article in eWeek pointed out that many users of cloud computing infrastructures find themselves worrying about the same issues. Though cloud computing is often acclaimed for its adaptability, the reality is that not every organization's needs are capable of adapting to the cloud. Building an entire infrastructure in the cloud may not allow for control, access and modifications in ways many organizations need.

Many seekers of cloud technology, misled by the structure's reputation, will sign on with service providers that may not fit their needs. Though the party line suggests that cloud computing is inexpensive, the most affordable providers frequently do not offer any meaningful advantages over other kinds of storage. Name recognition does not necessarily guarantee useful or appropriate service, eWeek pointed out.

For many users of cloud computing, the process leads to inefficient bandwith use and storage bloat. Duplication and decompressed storage can add to both space and bandwith costs, rendering cloud computing's claim to financial efficiency irrelevant. Further, these and other factors can bring with them hidden charges. Many organizations have been hoodwinked by connecting fees, maintenance charges and data access charges, eWeek reports. The frequent obfuscation of service licensing agreements can also reduce control over processes, data and pricing.

Another function of storage is to rescue a system in case of data loss. Some cloud providers do not have backup plans, and when not only data but the applications driving an infrastructure are stored in the cloud, the results can be disastrous.

Of course, the primary concerns when it comes to cloud computing surround issues of security. According to eWeek, not all cloud computing providers are certified for security, and many organizations fail to verify or audit a service provider's security credentials. For genuine cloud security, the internal network will need to be protected to the point that no user can access any other user's data without explicit permission. All data should be encrypted before being transmitted, protected during transmission, and encrypted again for storage. Needless to say, the openness of a network makes these procedures an even greater challenge, and not all vendors rise to it with fortitude.

In fact, some vendors take the further liberty of not disclosing where data is actually stored. This is usually not an acceptable situation for the demands of email compliance and other legal considerations regarding data, says eWeek. Organizations need to be careful that they are preparing for potential legal situations in which data storage can play a part.

A recent report by the Enterprise Strategy Group emphasized the point that email arching and eDiscovery should be conducted in-house. One organization surveyed in the study that outsourced eDiscovery pointed out that the lack of control became a challenge in itself. "We became subject to someone else's timeline and when we sent data to a service provider, we weren't necessarily getting back a comprehensive work product," a representative told ESG.

According to the report, 61 percent of organizations engaged in email archiving use solutions that incorporate eDiscovery needs - the group expects this to become the standard in IT in the near future.