Third in a series

business documentsMany large corporations today are dealing with issues created by information silos. In the second part of this series, we discussed the four types of information silos. Now we turn to recommended approaches. What can be done about information silos and how can it be done most efficiently?

In a perfect world, one could argue that a single ECM solution would be able to handle all processes for all kinds of content across the enterprise. But the reality is 72 percent of larger organizations have three or more silos and 25 percent have five or more. To effectively address the challenge of multiple silos, it is important to take a step back and analyze your organization’s current content repositories and silos.

Paying close attention to the end-of-life silos, we would consider these as potentially the greatest risks to the organization with respect to compliance, maintenance, security and cost. Next are the underperforming silos that are responsible for a very limited function within your organization and may not meet the compliance nor security requirements that you are obligated to uphold.  Finally you should identify the underutilized or enterprise silos, these are the gold standard silos that could take on the roles of end-of-life silos and underperforming silos.

Evaluating silos requires a good understanding of the information being housed in each repository and the silos’ business purpose. You should be able to answer questions such as:

  • Where is the silo located and what information is stored in it?
  • Who owns and uses the information and when?
  • How is the information being used and how long is it retained?
  • What security or compliance is required for this information?

When planning to streamline your content management repositories, it is important to define your strategy. This strategy will be a cornerstone to addressing your information silo dilemma. It should require the identification of the gold standard requirements for your ECM, data management, and records management systems. If they do not measure up, then they should not be part of your long-term content strategy.  If they adequately address your requirements, we recommend looking to use these silos as the destination for your content. You should evaluate the following areas:

Security. Does it meet your organization’s security requirements?

Compliance. Does it align with your organization’s compliance requirements and documented business processes?

Interoperability. Is it able to easily integrate with other repositories and applications?

Flexibility. Does it work across platforms?

Scalability. Does it easily adjust as volume grows and declines?

Resiliency. Does it meet your business continuity and disaster recovery requirements?

Content Cloud delivers security, speed and savings

Systemware’s answer to these challenges is Systemware Content Cloud, which provides a low-cost, highly efficient solution for a systematic, reliable, and repeatable means to consolidate and use content in existing as well as legacy repositories. Having one comprehensive solution to store, manage and access content from any platform to any platform streamlines processes and reduces costs.

Systemware Content Cloud is an integrated enterprise content network consisting of distributed and/or centralized servers that enables organizations to maximize the value of all of their enterprise content by providing security, speed and savings.

Because it is a private cloud and implemented safely within the corporate firewall, Systemware Content Cloud provides corporations with greater accessibility as well as superior control over their data, ensuring reliability, availability, security and resiliency. Our new approach to content storage and access has already saved Fortune 100 companies hundreds of millions of dollars.

Content Conversion with Systemware

A Systemware content conversion happens in three stages. In the first, Systemware’s Content Cloud is installed in a process that takes just hours. Then definitions from the legacy system are uploaded and conversion processes begin. This generates the document definitions, indexes and user definitions, and obtains the security rules to be applied to the content to be converted. This process assists in matching the new system to the content access experience with which your users are familiar.

Phase 2 is when parallel data capture begins. New content is sent to Content Cloud, which sends a copy to the legacy system. Parallel data capture means users can have access through both the old and new systems. Users can try the new system and learn about the new features and functions that will be available. This also allows for training to occur before the legacy system is decommissioned.

Phase 3 marks the conversion of the legacy data. With Systemware’s Content Cloud’s Legacy Archive Processor, information can be converted to the new system all at once or on an as-needed basis. At this point content can be migrated from one platform to another. With distribution from the old system turned off, parallel processing can end and the legacy system is decommissioned. Old files not yet converted can still be accessed by Content Cloud.

Because licenses typically cover only the archiving of new data, old data can stay where it is for retrieval later and eventual expiration. To end users, older documents appear to be stored in the Systemware repository along with all new documents being captured and archived.

When a user requests a restore of a legacy-archived document, the Content Cloud automatically retrieves the data from the legacy archive media and converts it for viewing through the Systemware solution. This approach, with its common look for both new and legacy data, has dramatically reduced the time, effort and cost of conversion.