Enterprise Content Management Systems – Sort of Like Rabbits
Rabbits get a bad rap, as they continually reproduce. Actually, they can have up to 5 litters per year, with up to 12 babies. There you have it. It struck me that this is very similar to enterprise content management (ECM) software, which appears to replicate itself throughout an organization.
In doing research, I came across some interesting statistics from Forrester. Did you know that 70 percent of organizations are using two or more ECM solutions, and 29 percent are using four or more solutions? And, according to AIIM, 52 percent have three or more and 22 percent have five or more.
No wonder ‘enterprise’ content management is in a shambles. Rather a misnomer, I would say. Unsurprisingly, 42 percent of organizations would like to consolidate multiple repositories.
For those reading this blog, this is probably nothing new to you. It was to me. The logic escapes me. With organizations being bombarded by content, who is in charge of the store? Siloed repositories do take a business toll. No wonder ECM fails.
Pundits and analysts predict that true enterprise content management solutions are dead. I think that’s unfortunate. ECM should manage information, regardless of where or how it is stored, and manage all of it. That includes policies, operations, and infrastructure.
Most organizations are in a bind – do they go back and address existing information or focus on the influx of new content? What we recommend is content optimization.
Did you know that 90 percent of documents are never accessed after creation, and 65 percent are accessed only once? One of our clients was able to migrate 20 million documents and still reduce the number of servers from over 60 to four. According to the Compliance, Governance and Oversight Council (CGOC), 69 percent of organizational content can, and should, be deleted.
Cleaning up content doesn’t have to be a throw-up-your-hands-and-run-away exercise, but a constructive and useful task that optimizes content by removing extraneous, meaningless documents. From this environment, with the right tools, managing the influx of new content is readily accomplished.
Out of curiosity, do you have a great content purge at your organization? How many servers could you, or did you, decommission?
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