 Our presenter is Susan J. Sullivan and I'm just so envious of that beautiful picture there. She is in lovely Aspen, Colorado and she's been managing electronic records since 1982. She has a fantastic track record with NARA in DC working on electronic records policies for seven years. And she also was awarded AIMS Distinguished Service Award for her contributions to the PDFA standard. You're all familiar with PDF I know and A is the archival version of that and AIM was a leader in getting that through ISO and Susan was very much involved in that and so much so that she received an AIM Award for her work. She also led something that you probably have heard about in your classes. Federal government using what they're calling a capstone email management program. That's not the topic of the conversation here, but I just wanted you to know that Susan also led the charge when that was being developed. Now though, she's the Enterprise Content Management System Manager at St. Kentucky in Aspen, Colorado and she's interested in transparent information management. Her presentation tonight is of interest to me personally and I know to all of you, it's managing records with Google apps. If you have records in Google apps, what do you do about managing them in a wise manner? There are very few tools available to allow you to do this and still be compliant with all of the regulations that govern management of records. So this presentation is going to explain why organizations use Gmail, Google Vault, Google Drive and other Google apps and it will describe the record keeping challenges, explore solutions for managing business records and even explore proven potential policies and technical solutions for managing records that are created, received and maintained in Google apps. So I am eager to hear the presentation, but first, Susan wanted me to ask you, how many of you use Gmail or any other Google app? This is the poll question, so you select yes or no and then we'll see what the answers are. I'm seeing a lot of answers going in there and let's all of them are yes and so far. Okay. And so what I'm going to do now is just take a look at this, although we can see it very quickly. Our responses so far, 12 out of 16 said yes, 13 now we're up to. So I am with that little piece of information for Susan to work with. I'm going to move out this slide and I'm going to hand the mic over to Susan and learn from her. Susan, go ahead. Good evening everybody. I hope you can hear me. If you can't hear me, just type in chat and I'll try to make some kind of adjustments. I'm really honored to have been asked by Pat to present this session. I can see from the poll that we have a lot of Google users, so hopefully you'll understand some of the points I'm making. The session will cover from a record keeping perspective the benefits, challenges and solutions of using Google apps. And I'll give you a little history also about our new IT department, how it evolved, and that'll help put my story in context. The session should help you in addressing and understanding record keeping challenges introduced by cloud technologies such as Google and how to solve them. I need to tell you I'm on a quest. My goal is to find and implement practical solutions to managing automatically records behind the scenes. I've been in records in IT for, let's see, I quit counting at 30 years. I've learned that people generally don't manage records manually, and I'm really tired of beating people over the head and trying to get them to file their records and organize their records appropriately. So after spending 12 years at the National Archives, I decided to bag my federal government job and I moved to a small county in Colorado, figuring that in Colorado in a small county, I could actually realize my dream. The scheme had nothing to do with it. By the way, that shadow on the bottom left of the photo that you're looking at is me. It was taken in about 9.30 on a Friday morning, just for context. So I'm getting ready to move on, one more pretty picture for you. I'm juggling two screens here. So Piqui County's on the western slope of Colorado has about 18,000 people population and the county government has about 325 employees. About 20 of which are driving snow plows or working on trails. So they don't have computers, lucky for me. And as I said, this is the end of the beautiful pictures. I was very happy to find when I came here, beside just beautiful winters, summer and fall are absolutely gorgeous. So if you look at that picture on the upper left, those are trees. The gold that you see are Aspen trees. And the green areas that you see there are where the trees haven't changed yet because the mountains are creating a shadow on that area of the mountain. So I mean, this place is just unbelievable. So just a little plug there for Aspen, Piqui County, you can't, this is paradise. It's not records management paradise. So unfortunately, but I'm aiming to make it that way. So for many years, the city of Aspen managed IT for Piqui County. And basically they provided infrastructure, you know, connectivity, hardware, software, help desk, but they didn't really provide system support. Every department had its own IT budget. And when that department needed a system, they went out and they bought it. So as a result, we're in a situation where our systems don't talk to each other. The same information is entered differently by various departments. For example, addresses are different. You know, in counties, you've got people, places, and transactions pretty much. And all those things need to be consistent, right? We're really not there yet. So we had users that didn't have good training. They really don't know what the system's full potential is. The processes are very paper oriented. And there was no standardization in hardware. Everybody's got a different kind of laptop with different software on it. So it's a little bit of an interesting challenge from an IT perspective. So our department's name is Business Information and Technology Services, which I love because business information is first. And records information is first. And I was actually one of the first employees hired, which tells me that the chief technical officer understands that information is very important. So I've got that upper management support that you hear is so important in a records management position. And of course, we have the technology, which is the hardware software network. And we're trying to be a cloud-based environment because we want to minimize the cost of maintaining an infrastructure here at the county. And then services, services are our main game. We're here to support, manage, help, transition these users from a situation where they're kind of on their own, to facilitating, doing business process analysis, really helping them. And the users have very much embraced this. In fact, we got 67 calls on our help desk yesterday. So they know we're here, they're reaching out, and they're accessing BITS services. So basically, we're under the gun to deliver value over the old model where we're paying the city of Aspen to take care of our IT. We're under the gun to save money. Of course, you know, the sooner, the better. Of course, we need to support new technologies and mobility. That's why we're doing a cloud-first kind of a structure. And we need to reduce paper. You know, I always joke that the bottom line of records management is you can do all kind of great things with technology that people just really want that paper out of their offices. And we're looking at remodeling our county building, and that's becoming a very high priority. Get rid of my paper for me. That's the last thing I want to do, because I'm on a class, if you remember. Of course, we want to manage our content better. We want to have enterprise content management, information governance. Whatever you want to call it, I don't care anymore. The name of my profession has changed at least six times in the 30 or so years that I've been doing this work. It's really just getting control of your information, knowing what you have, getting the junk out of the way, and preserving what's permanent for posterity and for the researchers of the future. Open governance is very important because we want to share with our constituents. Our constituents are very invested in the community, our small community, and the people here are very interested in what's going on. We're very environmentally conscious, and everybody's kind of interested in Aspen and Peking County keeping its character and being a place where people want to come from all over the world, and when they come here, they have a great time, they have a great experience, they see beautiful things, they eat great food in our restaurants, our streets are beautiful. You can just imagine the whole objective here is to keep Aspen cool. Not weird like Austin. Anyway, and then we need to break down the stovepipes because with the departmental view and the departments really have unique business functions, they tend to be little entities in and of themselves, but what they don't realize is how they actually can connect from a data perspective. So we want to develop a big data map and an enterprise architecture and hope the systems together so they work together. And as part of all of this, we had, the last couple of years, we've had a lot of great strides in doing this. So here's just a little timeline of what's occurred and what's occurring in the past like three years. And between 2012 and 2013, the county identified the fact that they wanted to have their own IT department, they hired the chief technology officer, and they identified goals, they allocated budget, and one of the first things our CTO did was they converted and migrated their email from Outlook to Google Mail. As part of that, they implemented Google and they started training and webinars. Before I was even hired, I came to work here in April, April 7th of last year. I came here to meet two very nice gentlemen from a company called iMurge that were doing an assessment of our record keeping program and I spent the first week following them around. We made great friends, we had one full time, we learned a lot and we made some really good assessments of what was going on here in the county and when they left, we had a pretty good picture of what was going on. By 2014, you know, this is when I came into the county, our iMurge team developed the ECM findings, none of them were a surprise. It was all pretty standard stuff, pretty much the same condition just about every government agency, the organization is in, and so we continued to move on. As a records manager, I got very much sucked into a lot of the IT work, which was fine because it's the best way to get records management embedded into the whole program and a lot of the IT guys are now ministers of records management, if you want to call them that. So, we continued to implement Google Drive and Google Apps. We also had gentlemen from eDiscovery Squad came in and configured the Google Vault for us and turned it on so we could start capturing our e-mail. By default, we turned it on to capture everybody's e-mail. We'll talk more about Google Vault later. We started a blog to increase awareness and get out the message. We hired a contractor and we migrated all of the data from the city of Aspen to our own network. So, we had them come in, they bought the hardware, they configured the network, they created all the connections and they began managing our network, including the help desk. We established our organization, became formerly BITS, and as I said, we transitioned the help desk. This year, we actually started our own website because previously, Aspen and Pickin had one website. So, we broke off from them and we created our own website. We needed to deal with e-mail encryption because we have a health and human services organization that has HIPAA compliant information and so, we use a tool called Virtru for that. We're also working on a GIS portal so that our GIS data, that's geographic data, is available online without people coming to see us and request information. They can download data, it's a very open and interesting portal that we're working on. And you can imagine being in Pickin County with all the mountains and streams and cannons that there's a lot of GIS data needed when people want to build things. We have a lot of rules about, you know, open areas and trails and encroachments on those kinds of things. We have a lot of federal land and county land and our GIS information is very important. And to me, I see the GIS information is kind of the key, the centerpiece of our data because we can link just about everything to GIS location. So, we're not going to look into doing that. With the new website, we had to archive our old website. So, we had a contract with the Internet Archive of a system and a group called Archive It. And we archived our old website. We also identified social media, we have a lot of Facebook pages, we have a YouTube channel, social media just seemed to be popping up everywhere. We contracted with the Archive Social to capture that social media. We also have a lot of inefficiencies with routing documents around for signature. So, we're implementing electronic signatures. We're doing a pilot now using Echo Sign from Adobe. The reason why we picked Echo Sign was it allows you to load Google Drive documents into their application for routing for digital signature. And it also is a really nice interface for PDF files as well. We started to, we got a schedule approved, which I will, we will share with you later, for managing email and we're working on managing our loose data, which is the stuff in the share drives, which is a huge giant mess, including the stuff that's in Google Drive and another huge giant mess. We have hired three business processing analysts to come and help our customers analyze their business processes and integrate systems that actually have the potential to work together. So, I think for, you know, a short period of time, this small team, it's like 12 people now, has really accomplished a lot. And I got to say the greatest thing about my team is we're not competitive. We're very supportive and no one's trying to look good, look better than anybody else. It's just a very, very nice cohesive team with the right skill set to get this stuff done. That said, so now I've kind of painted the picture and this is what I've discovered as I've come, as I've started using Google here. I also used Google at the National Archives and we did a big migration there. And at both locations, some of the benefits that I saw in Google Mail that gets people, organizations interested in buying it, using it, is that, you know, it's cheap and there's no IT infrastructure, it's in the cloud. It's available, you know, on mobile devices, you can get your mail, your calendar, your contacts, you can do chats from your mobile device. You can save attachments directly to Google Drive. You don't have to save them on the share drive. There, what you see on the screen here is the result of the ability to label and filter your email and this is something that we did at the National Archives and we did a lot of classes on it. You can actually, you can categorize your emails with tags. You can color code your tags. You can set up filters to, based on, based on an example email and you can automatically filter your email. The goal is to have your inbox kind of look like this where everything is kind of tagged and those tags appear in the interfaces as the equivalent of folders. You've got your calendar which you can share and access from anywhere and then there's the chats which are a nice way to get someone's attention and talk to someone without writing an email and sending it. And so basically, you know, people really like Google Mail once they start using it. Of course, as with other Google applications, there are some user adoption problems for those of us that have used, for example, WordPerfect way back when there was a big transition when we went to Word and then later on WordChanged, I think it was from five to six or at some point and we had to deal with those changes. And these are changes that people tend to resist. So what we're facing here from a customer service perspective is the issue with user adoption with not only Gmail, but some of the other parts of Google Apps. So moving on to the Google Mail challenges from a record keeping perspective. I have some little bits of screenshots here to show you. First of all, there's the keep everything mentality and what you see there is the nemesis of records managers, it's that archive button and what it does is you click on that and it moves the email out of your inbox and sends it somewhere, but it's still there. And you can go into your chat and you can click off record and those chats become non-records or they don't get captured as records because they're not available and they're not, you know, they're off record. Now, we don't know if the interactions that are happening are records or not, but the system allows you to take your chats off record. Like I mentioned before, you've got the training issues with labels and filters. Some people just don't want to take the time to organize their email. We know that. What we've discovered is that the interface changes without notice. So you can create a lot of great training documentation. How to use your Gmail and how to do labels and filters and Google will change the interface and now your documentation is out of date and you're getting calls from your users because they don't know how to manage in the new interface. And some people really read this change. A big issue that we have to deal with as records managers is if you read the federal regulations, the federal regulations define an email and attachments together are the record, including the addresses, the full names, the full identifiable names of the senders and recipients are required to be full record, all the metadata behind that. And the attachments are an integral part of the email. Well, Google Mail allows you to link to content in Google Drive as opposed to attaching that to the email. That content that's linked does not get saved as part of the email and that presents issues for records managers because we don't have the full record. We have a link. If you don't have the content that's linked, you may not have the full record. Obviously, encryption is a requirement and some people think that the Google encryption, you know, in transit or in storage is enough. Our customers in our health and human services department, we're not satisfied with that. So, we had to deal with encryption. So, we have Virtru, Virtru sends a message to the recipient saying your content is encrypted in Virtru. That content stays encrypted and is not available for retention as a record. So, we had to come up with a policy for email, encrypted email. And the policy that we came up with was, you know, go ahead and leave that information in encrypted state unless that information is for its retention period, even encrypted for its retention period unless it is requested for a e-discovery or open records request, or the user that has access to that encrypted email is leaving the county or changing jobs, in that case, they will have to, you know, do the old-fashioned thing, decrypt the email, save it, store it in a protected environment, notify your supervisor or someone, you know, where that information is, or keep it in a record-keeping system where it's secured and access to that information is controlled. This was a policy we had to make on the slide. This happens a lot with records management and new technology gets selected and you have to deal with the record-keeping issues and sometimes you just have to scramble. So, another issue we came up with in the Gmail was when someone leaves the county, you know, typically they'll contact IT and they'll say, okay, you can delete this person's account. Well, you can't delete that person's account. That person, you delete that person's account, all the information and content goes away. So, we had to take measures to work with our IT staff, decide how to keep that email and other content in Google Apps. We actually have, we suspend the account and we retain the account for now, but you still have to pay for that license. So, we're looking into ways to manage that. You can keep that information involved if you want to, but you have to make arrangements, licensing arrangements for that. So, solutions. So, the solution for us was a record schedule and we're putting technology behind it to implement that record schedule. One of the biggest issues was not a Google issue, it was more like a legal issue. So, we have laws in Colorado. The first law is like the art from the state archives and it's that law that finds an email as not a record unless it's declared a record. Now, we know that no one evaluates all their emails as a record. So, I'm not sure that that law is truly implementable. So, the law that everybody pays attention to is the law for open records or e-discovery that says all stored information including email is subject to the Colorado Open Records Act or legal request and it's considered a public record. So, you've got a public record, you've got an archival record. And it's interesting because people here and people everywhere tend to use the definition that suits them very well and we know that Hillary Clinton did that and stands behind her definition of a record. So, in this case we had to decide for managing email and having implemented capstone at the National Archives, I saw that there were some issues with capstone and I wanted to try to solve them here. So, I asked myself and I asked my users, what do you want? First of all, I don't want to worry about managing their email. They want to keep their email but you will have a copy of this record schedule filled out and that's the handout you'll get at the end. And I don't want to worry about managing their email and they want to keep their important email for as long as they need it. They want to be able to delete the junk or things from their bank or messages from their doctors and some people want to identify the email of long-term enduring value which I think is a very small amount and sometimes we want to organize what we keep. So, how do we meet these requirements? Well, what I have gotten approved by the Colorado State Archivists is an email retention schedule that basically by default says all email is considered routine and this is based upon correspondence and general documentation schedule and the state of Colorado that says, you know, routine information is, you know, correspondence information that is basically routine. So, by default, all information in email and email is considered routine which means and this is the way we implemented this. You can delete it after two years out of your mailbox or you can keep it. Whatever you keep, the county will delete it two years after you leave. So, that allows the users to keep what they want for as long as they need it and it allows them to dispose of email that has reached its expiration date or its routine, its expiration date after two years. The other thing is you can delete non-recorded junk email whenever you want. What we do behind the scenes is we retain that deleted email for six months and we're developing systems right now to monitor that email for erroneously deleted records. The only exception to this rule is we're leading out the county attorney's office due to attorney-client privilege. They want to be able to manage their own records and their own manual way and we approve that and our record schedule shows that. So, users can then use the Gmail labeling to label their permanent records for archives and then the county after monitoring the deletions and allows the deletions re-retain an outlaw of all deleted emails for seven years. So, what we're doing here is we're covering ourselves for what gets deleted and that's even expired records. So, we cover ourselves by keeping that log and we have a complete list of whatever we've deleted and we keep that for seven years. So, and of course we always have the old-fashioned manual management provision which says that when emails are part of a case file such as related to a contract or a project, users are instructed to save that email to PDF and retain it with related records so that that email can be part of the file and in that case, the email then inherits the retention time of that case file. One important thing that we are trying to convey to our users, particularly our senior executives and our elected officials, we email, we automate this in our, you know, Pickin County account. If people use a different account, we instruct them to forward their email to their Pickin County account so that it may be managed as a record. So, that's in a nutshell what the schedule says and how we intend to implement it and we will, you can take a look at that schedule later. I'm glad that Pat's excited about it. I think I'm going to have to, I'm going to get some criticism and it's going to be kind of interesting to see how all this plays out. So, going to Google Vault, Google Vault has some clear benefits. It's a great way to capture all Gmail and Drive content in one repository. This is kind of an interesting concept to me and it always has been because what you have in Google Apps is one repository and you have different windows and ways to look at that content. Google Vault is just one other way to look at that content. It's not a separate repository, although deleted emails will not show in a user's email box, but it will, they will be visible and searchable in Google Vault. It's easy to set up, it provides centralized access for authorized users. Here, I think there's only two people who have access to Google Vault because there's a lot of sensitive information in there and it can save everything, including deleted email. So, Google Vault's a nice thing to have running on the back end and we know that Google's working on it and we hope that it'll have more functionality. You can actually include retention schedules in there if you are willing to work with Google APIs and extend Vault a little bit. So, the challenges with Google Vault are, okay, so what's the policy? So, we turned on Google Vault and we didn't have a policy. We haven't really told our users that we're saving everything. We have an acceptable use policy that says there is no presumption of privacy when you use your pickandcounty.com email address or Google Drive and we can pretty much do anything we want with it. That said, users kind of freak out when they find out we're keeping all their stuff. Their soul is in their email. They take it very personally. So, that's kind of an issue with Google Vault when people find out that what Google Vault does. If something is deleted from Vault, it's deleted for good. The thing, the issue we found with Google Vault is shown by the screen. When you do a search and you export your results, you get four different downloads. None of these downloads I can use. There's a format called MBOX, which is a format that is output by Google Vault and XML is also a way that Vault exports the data. When you export the data, the attachments are separated from the emails. So, if you need to produce those as a unified record, you have to put them together somehow. The search is somewhat limited. You have to understand their search terms and labels. It's less than intuitive and you really need to extend Google Vault to really use it to support open records and eDiscovery. You can browse through records and look for things, but it's difficult to actually, you know, one would think you can search things, you can export things, you can find these emails and they look like they did in Gmail and you can put them in PDF and you can box them up and you can send them to your requester and you're good to go. That's not how it works. So, as I mentioned before, you also have to suspend your account, but when people leave, but you have to still pay for it. So, those are some challenges that we ran into with Google Vault. Now, for solutions, we're working on solutions to extend Vault using Google APIs, which are programming languages that actually let you plug into Google and work with their infrastructure from the back end. And what we're working on is exporting emails and attachments with one unified PDF file. We are making great strides in doing that. We're almost there. The next thing we're going to do is we're going to tag and we're going to monitor that deleted email because there is a tag within Google Vault when an email is deleted that we can act on. We implemented the default retention policy so that we don't have to write complex rules to manage email by their content. We're configuring Vault to act on labels such as permanent. And in our record schedule, you will see that we allowed ourselves, kind of like carte blanche, to go in and review these emails, these auto-categorization, whatever we need to do. If you know about Capstone, Capstone identifies senior executives as default permanent email records as having default permanent email records. I did a proof of concept prior to Capstone where we had senior executives managing emails in like a mirror system and what we found out was the senior executives don't have any more permanent emails than anybody else. Don't tell the National Archives they said that. They might be listening. But and the difficulty with Capstone is keeping track of who those senior officials are and maintaining your system so that it captures all those email messages as permanent. It's a very manual process. And the National Archives recently issued a draft general record schedule for Capstone and they're actually introduced a process where agencies are to identify their senior officials that are permanent email records by default. They are to submit that form to the National Archives and the Archives approves that list. Well, by the time that list gets back to the agency, those positions are going to change. The senior executives position names change, the organizations change is a very dynamic thing. So that's why we went with the routine, everything's routine by default and we can go in there and if we see that our county manager's email tends to be permanent based on our criteria, we can recategorize all those as permanent. We can do that manually. We can do that using our search tools but we have the ability to recategorize those as permanent. Likely on the converse, we can take email messages that users may have categorized as permanent because they think they're so important and change those back to routine. So that gives us a little bit of wiggle room there for the default policies and gives us the people who understand what a permanent record is and what a routine record is, the capability to recategorize. And then, of course, we will archive the accounts when employees leave and we'll start monitoring the retention times on those and deleting records that have reached their expiration date. Now we're going to drive. Google Drive benefits, well, we're always telling everybody to use Google Drive because we're going to Google Drive and Google Drive is pretty good. It's got the great sharing, file sharing and collaboration capabilities. There's no need to keep hitting the save button, it saves your document as you work. If you go back and forth from Google Docs to Microsoft Word, you might be in trouble because you might forget to save those word documents. It's happened, it's happened to me. You can get to your documents anywhere that you have online access to share, edit and access that document. You can get to your content on a mobile device. You can share something real-time. We sit in our meetings, our staff meetings and you can see people getting on the agenda and editing their content right there. We've got half of the staff is on the same document at the same time editing content. And sometimes we even make snide remarks to each other, it's kind of fun. You've got free storage and you can add free storage if you need to. Well, you've got to pay to add the storage. But that actually eliminates the need for hard drives, so you can use Chromebooks and you don't need to have a full-blown PC, for example. You don't need to have the MS Office licenses and the capability to deal with the MS Office files is getting better every day. Your data is encrypted and transiting at rest. You've got version control. You've got your file, history and all your changes are captured automatically. You can extend your applications in Google Drive by going to the Google add-on locations. I guess it's called a store and many of those are free for people that like to have their data in Windows Explorer. They can send to their workstation. They can synchronize their drive to their workstation or the device. It's got a very powerful search, so you don't need to really organize things in folders. And if you have an MS Office document, you can convert it to the Google Doc. And you'll have that Office version available to you because Drive retains the original file as part of that conversion. So those are the things that we sell people on in Google Drive to get them to use it, but there are challenges like with everything else. One of the things is that Google Drive is really managed at the account level, so it's a lot like email. Users have, you know, it's not like on a share drive where there's a folder and several people can get to it. It's controlled by the user. And from a records management perspective, Google Drive files have different file properties than the file properties you'll find in Windows. So, you know, clean up and your standard ways of looking at files and sorting files are different in Drive. There are limited solutions for managing data in Google Drive. You can go to any records management application vendor and ask them, do they manage information in Google Drive? And they'll tell you, yes. What they mean is that they will export the data into their repository. We are looking to manage the Google Drive data in Google Drive. That's why we went to the cloud. Thank you very much. We find that sometimes Google Drive can duplicate with some in network shares. You've got people working in the network shares. You've got people working in Google Drive. So, now you've got data everywhere in two different places. Managing two different ways in completely different formats. You've got a learning curve. There's a lot of people who don't understand how to use Google Drive. I myself do extra clicks because sometimes I just think in a Microsoft way. It's just the way I was brought up, so to speak. So, user adoption is an issue. Unless you buy extra software, you're not going to have any real backups. We've had people lose entire folders of documents in Google Drive because they had to lose no real backups. Now, there are ways to go into the backend and restore things, but you've got to go to administrator and it's not an easy process. Again, you are dependent on the bandwidth. Oftentimes, we see people making sharing mistakes. They'll share something out publicly that wasn't supposed to go publicly. They'll share information with their manager that's draft and shouldn't be seen by their manager yet because they don't understand intuitively how the sharing works. And those of you who have used Google Drive probably understand. The change history. Yeah, you have great change history for Google Docs. But for your MS Office files, not really because Google Drive isn't configured to manage the change history of Microsoft Office file. Because of those different file properties, it's not easy to clean up. It's kind of hard to see everything that's in there. You can't, you know, look at it at a glance like you would expect. And we don't control what our users do as far as third-party applications go. So you might have people using a workflow engine that is not part of the standard configuration of the county. It's very open, very creative, and that can cause record-keeping issues as well because you have different kinds of records. And it may also be a preservation issue. So solutions. One solution that we are testing right now is called AODocs. And AODocs works kind of on top of Drive. It is a centralized management solution. So when information from Drive is committed by the user or by an administrator to AODocs, it becomes managed by AODocs. AODocs becomes the owner of that content, usually entire folders. It's got its own security and administration modules. So you create Google groups and you can manage libraries and folders by groups. So it takes away that challenge of, you know, everything being in a user's account. We've had users leave the county that had important documents that weren't shared with other people. Their account was suspended or, for one of the reasons, people lost access to those documents. So AODocs helps solve that problem by centralizing the control of these files and actually creating an enterprise location for your Google information. It's got a full audit log that tells you, you know, what everybody did. It's got more robust version control on your documents. It allows you to add document properties and metadata. So if you want to mirror your Microsoft Explorer type metadata, you can do that. It's got advanced search and also has a workflow capability. So you can integrate workflow as you engineer your business processes. Let's see what else I have here. All your documents staying in Google Drive, AODocs sits on top of Google Drive, helps you manage and work with your documents. It kind of takes care of the issues that our users have identified because they're used to the share drives. They like that enterprise shared kind of way of doing things. So AODocs kind of mirrors that enterprise file server and it protects against accident or data loss, it improves document security, it works with the Google Drive interface and they have their own interface too that you can use. You can access your documents from the AODocs interface or you can do it, use them from Google Drive. Like I said, Google Drive is the repository. AODocs is another viewer and management tool. Security, there's security platform has been well thought out and you can provide access to various groups and you can lock down documents. The workflow allows you to mark your document through its life cycle and have it end up in a folder that has rules attached to it that implements a record schedule. So we have a lot of interest in the AODocs. It has two modules to it. One is like the file server, which works like a typical file server and the other one is the document management piece which includes the workflow, adding metadata, all that kind of capability. You can look up AODocs online, they have a lot of good references. And so we're just starting to work with it. We have access to it. We're configuring it. We're running a pilot on it. Just real quickly, so that's all the benefits and challenges that the Google apps. The other initiatives that we're working on is we're doing our internet and Google sites. We are obviously, I talked about the internet archives and the archives social. We're developing policy and I have inherited the policy leadership role, which I think is a good role for records manager. And we're looking to scan all of the paper that we have sitting around the offices and we hope to get that paper and store that paper securely in Google Drive through AODocs. So just in summary before our questions, we obviously have benefits, challenges and solutions but the cloud is like the cloud, it's like the weather. It's ever changing and you can't predict it. We're looking in the moving to Google for Work versus Google for Government because we've found that Google for Government has some limitations due to all the stringent security standards and we think we can get more functionality out of Google for Work. User adoption is an issue and we are continuously proving our concepts and trying to meet our challenges and our updates are ongoing. This briefing is kind of an evolving story and hopefully I can come back and talk to you in another year about what happened with all of our initiatives and where we are with managing this information in Google Apps. That said, I will now entertain questions. Well, thank you very much and do you have any questions? I'm going to field them for our presenter. If you do, just raise your hand and I will call on you and if anybody has any, they'd like to put into the chat area and do that as well. Hi, thank you. I'm wondering, you talked about, you know, it's difficult for users to adopt Google Drive sometimes which is what I'm finding at my workplace and I'm wondering if you have suggestions for or I guess a naming convention because what we're finding is that you can upload documents to the drive that are Word and all these different formats and it saves a Word format and a Google format and then you have lots of formats floating around. Do you have any tips or suggestions for how to get users to not do that? We haven't addressed that. Okay. But we have worked with our facility staff as 100% Google Drive and we have worked with them to help them organize their folders and name their documents. You can find, there's a lot of tips and techniques online for doing that. It depends on what your business needs are and what your users can work with. Sometimes it's not a good idea to rename a file because you lose your provenance but, you know, it depends. Okay, thank you. All right, we hear that you were just announcing Microsoft Office compatibility but I'd like to see that first and then AODoc has a plug-in for Microsoft Office documents as well. All right, thank you very much.