Content Lifecycle Management. Are You an Ostrich or a Hare?
I’m not going to get into how much content there is floating around. We all know there is too much. It’s a problem if you want to manage it. Ah, content lifecycle management – a phrase that strikes fear into many.
On the other hand, some just ignore it and pretend it doesn’t exist. That is until they have a data breach, find search bogged down with the indexing of old information, or realize decisions are made using redundant, outdated, and trivial information (ROT).
It’s an important topic that doesn’t get enough attention. But how do you approach it? The results of our fourth annual SharePoint and Office 365 State of the Market survey showed, for the first time, that content lifecycle management is a high priority. The responses also indicated that 91% of the organizations still use manual or manually assisted tagging. Think about it. Quite a dilemma.
Most end users don’t understand the big picture, meaning the value of metadata and how it is used. Statistics show that they will usually pick the first option in a drop-down list. In a hurry to get to the next soccer game, so the first available answer will do. Ever wonder why the majority of documents are tagged exactly the same? There you go.
Let’s get to a solution. How would you implement content lifecycle management without depending on end users to correctly tag content? Let’s step back a minute and l will share with you what our technologies do. We automatically provide complex multi-term metadata generation, intelligent classification, and taxonomy management. That covers removing end users from tagging.
Our next step, and probably yours too, is what we call content optimization. Quite simply, content optimization means using taxonomy workflows, no programming necessary, to clean up the data glut of worthless content. It is surprising how many records that were never declared, documents containing confidential or sensitive information, and compliance violations that are surfaced.
Once the corpus of content is as clean as a whistle, the wheels can then be set in motion to execute the taxonomy workflows to keep it clean. Sounds easy, doesn’t it? It is. Give it a try.
How would you, or indeed how are you, implementing content lifecycle management?