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Archive for October, 2011

I Preserve New York

If the image doesn’t say it all….We are thrilled to count The Big Apple as our latest Cloud Preservation customer!

Today we announced an agreement with the great City of New York (the nation’s largest municipality), to archive all of its social media content via Nextpoint’s Cloud Preservation service. We are kicking off the project with the NYC team, led by Rachel Sterne (@rachelsterne), in the next couple weeks and will be performing some SmartCrawl® engineering to ensure the most efficient and complete preservation of their social media properties.

Here is a quote from our recent press release:

Cloud Preservation will automatically and iteratively archive the city’s extensive and ground-breaking use of social media channels, including over 100 social media feeds from 40 different city agencies that serve a population of over 8 million people. Featuring support for a wide array of Internet-based formats and social media platforms, including Twitter, Facebook, LinkedIn, YouTube and Flickr, Cloud Preservation actively preserves text-based content and multimedia files in a secured, searchable population, which can be accessed at any time through a browser-based interface.

Rachel Sterne, New York City’s Chief Digital Officer, says, “We are pleased to be working with Nextpoint on this initiative and look forward to a successful implementation and ongoing relationship.”

“Cloud Preservation is being deployed by corporations, municipalities, law firms, and institutions of all kinds to develop a defensible, forensically sound archive of its Internet-based content, including social media,” said Rakesh Madhava, Nextpoint CEO. “We are excited to count the great city of New York as a customer.”

The NYC team are a smart, forward thinking bunch, and we are very pleased to be working with them on this social media preservation project. We will follow the project with updates on FRANK as the project moves through its paces.

We think it only fitting that “the city that never sleeps” would choose Nextpoint, a company with “support that never sleeps.”

For a closer look at Cloud Preservation check out our weekly webinar series and register for a live 30 minute demo.

P.S. Our utmost respect and apologies to Milton Glaser

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Tip of the Day: Take your CIO to lunch and discuss how IT would respond if your Website were subject to a Lit Hold.

Over the past few months, we’ve had similar conversations with many of our customers and prospects. It starts out something like this:

Customer: “We need a solution for archiving our social media, blogs, etc for legal or compliance purposes.”
Us: “Great. We can help with that. How are you archiving your website?”
Customer: “Oh, we don’t have to worry about that. Our IT department backs up our website.”

This week the conversation took a slightly different turn. The IT team from a large hospital system called us. They described spending a lot of time and resources responding to requests from legal. Yes, they have a technical back-up, but it’s not the same as an archive.

Let’s explore.

IT departments typically maintain technical back-ups for disaster recovery purposes. Notice the phrase “disaster recovery” because these systems are designed to restore a system or platform in an emergency situation. Most IT departments do not have the capability to respond to records requests related to historical web content without incurring long delays and tremendous costs–assuming recovery is even possible.

Websites are often created using multiple technology platforms. Frequent upgrades and changes to the underlying technology make it difficult and expensive to “go back in time” to identify previous versions of a website. Additionally, your website likely contains links to other websites, the content of which may be relevant. Furthermore, in many large corporations, third-parties such as ad agencies and PR firms, post information from their own servers or CMS systems on behalf of their clients. This increases the amount of effort and reduces the likelihood of getting a complete record of your website content.

A recent survey by the Deloitte Forensic Center found that only 23 percent of IT respondents with an opinion said their legal department understands very well the limits of what IT can do to support e-discovery. Coincidentally, only 23 percent of those who work in compliance, risk assessment or the legal department, and who have an opinion, say their IT department understands legal requirements for e-discovery very well.

So, now what? (more…)

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As published in the ARMA Information Management Magazine in the Sept/Oct Issue by our CEO Rakesh Madhava, here is Part 2 of the “10 Things to Know About Social Media.”


Looking for Part 1?

6. Consider setup or installation requirements.

Once an organization understands the need for a social media archiving policy, it needs to start considering technical issues. Will it require and benefit from an applications service provider (ASP), software-as-a-service (SaaS), or a behind-the-firewall network installation? What provider can offer the needed solution?

Many archiving products/services require a system that must be installed onto networks, and data is then saved to on-premise servers – at the provider’s or the client’s location. This approach can be costly (buying and maintaining servers for ever-expanding data stores) and may be vulnerable to breaches and outages.
With today’s evolving technology, other options exist, such as ASP or cloud-based SaaS solutions. An ASP model simply means that a software instance is hosted off-site and accessed remotely, as with many website content management systems.

Cloud- based solutions, theoretically, should be better situated to scale as data increases. And with these types of solutions, overhead costs are often much lower than that of on-premise servers, and protection against outages are mitigated. Very large organizations can save every one of their employees’ Tweets without much worry about reaching the end of their available stores.

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As published in the ARMA Information Management Magazine in the Sept/Oct Issue by our CEO Rakesh Madhava, here is Part 1 of the “10 Things to Know About Social Media.”

As more organizations and their employees begin to use social media, and more types of social media develop, the time to act is now. As daunting as the task may seem today, it will only become increasingly difficult. Using their substantial knowledge about preserving electronic records as a base, organizations should be able to build a strategy for preserving social media, taking these 10 issues into consideration.

1. Organizations need to use social media.

From the point of view of records managers and the legal department, it would certainly be easier to simply ban social media like Twitter and Facebook. But ignoring the enthusiastic embrace of social media by millions of people is simply not a realistic approach, and marketing departments and salespeople will most certainly be clamoring in opposition of any such ban. One only needs to look at the failed efforts of dictatorial regimes to shut down social media activities in their own countries for proof of the inevitable failure of a ban.

Much like e-mail, social media is quickly becoming an essential aspect of communications and marketing within organizations. A 2010 Harvard Business Review report, “The New Conversation: Taking Social Media from Talk to Action,” reported 79% of 2,100 organizations surveyed were using or planning to use social media (58% were using it, and 21% were preparing to launch initiatives). And, according to a 2010 report by the University of Massachusetts, “The Fortune 500 and Social Media: A Longitudinal Study of Blogging, Twitter and Facebook Usage by America’s Largest Companies,” 60% of the Fortune 500 had a Twitter account with a Tweet in the 30 days previous to the survey; this is dramatically up from 35% in 2009. Fortunately, principles currently exist around how to manage social media, unlike the situation when e-mail use first began to explode.

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