Doing a Content Audit – Are you catching it all?
Daniel Cohen-Dumani, Founder and CEO of Portal Solutions recently posted a blog entitled ‘Why A Content Audit Matters When Developing Your Digital Workplace Roadmap’. It’s a big job, but I happen to agree with him wholeheartedly. He brought up some excellent points that support performing a Content Audit to achieve business advantages, and reduce the potential of organizational risk.
Content, at most organizations is in a mess. How much ‘dark data’ do you have, or as Daniel refers to it as dark wood? According the 2012 Compliance, Governance, and Oversight Council, calculated that 69% of your data can and should be deleted. If you are using the cloud, two key problems have been identified, Bring Your Own Application (BYOA) and Shadow IT, loading personal or business applications in the cloud without authorization. A Netskope Cloud Report found 90% of cloud apps in use at businesses aren’t enterprise grade. Astoundingly, the research also found that the average organization has more than 600 cloud applications in use – which IT may, or may not, know about.
This exercise gives you a thorough understanding of what’s really happening in your organization, and insight into the content you have accumulated. Using add-on tools, such as Concept Searching’s, you can automatically generate compound term metadata from within content. As Daniel point out, if you are planning a migration, going diligently through the content audit becomes a critical component in the success of the migration. The problem is what if you have to go through millions of documents? Coupled with semantic metadata generation, auto-classification, and taxonomy tools, you know exactly what should be migrated, and where it should be stored, providing a two-fold advantage of migrating content that has value, deleting or archiving content no longer in use and after the migration, and organizing the content for easier retrieval.
Content is expected to grow by 800% by 2018 – yes 800%. Invest the time and energy now in a content audit, maintain it, and you will be in a great position regardless of content growth.