Content Optimization and Migration – Hand in Hand
Migration, no matter which way you cut it, isn’t typically a pleasurable task. Sometimes, or perhaps it’s all the time, the hoarding nature of end users rears its ugly head and nothing gets cleaned up or deleted.
You end up where you started, except the mismanaged content is just stored in a different place. Why bother cleaning it up?
Well, we recommend what we call content optimization, which is run not only when migrating. Here are some statistics:
- 1 percent of corporate information is on litigation hold, 5 percent is in a records retention category, and 25 percent has current business value. This means that approximately 69 percent of the data most organizations keep can, and should, be deleted.
- 60 percent of documents are obsolete. (eLaw)
- At any given time, between three and 3 and 5 percent of an organization’s files are lost or misplaced. Annual losses to a Fortune 1000 company with one million files are $5 million. (survey reported in Information Week)
- Companies typically misfile 2 to 7 percent of their records (survey by New York City Chapter, ARMA International) and it costs $4 to $7 to recreate a record.
Chances are, you will face a migration more than once. How many of you look at it as an opportunity? As a neat freak, I would welcome the ability to clean up and make everything orderly and tidy. OK, maybe that’s going a little overboard for migration.
But improving the management of content can be an achievable goal. Why, you may ask? Well, for starters, it can dramatically improve search. That alone should be sufficient reason.
For those of you who lie awake at night and worry about records being processed, records that you didn’t even know existed can surface. Data privacy and even confidential information breaches are known to appear. Those end users are rascals.
But all of this can only happen when you know what you are migrating, down to the minutiae of what is actually contained within the content. Aha, there’s a difference.
Content optimization, a grand and topical concept. Do you clean up content before it is migrated? Run it once, run it often.
Our webinars also address the topics explored in our blogs. Access all our webinar recordings and presentation slides at any time, from our website, in the Recorded Webinars area, via the Resources tab.