For decades, many organizations have invested millions into enterprise content management (ECM) platforms only to find that they are simply using them as a file system. In addition, many departments have stood up their own content repositories, such as SharePoint, Box, and Google Drive. This has led to content chaos and document sprawl. Document sprawl forces users to work across multiple applications to access the documents they need to perform their daily jobs. This sprawl has resulted in additional costs and risks to these organizations.
Content migrations entail risks since they can often be complex and become costly if not done properly. Some risks include corruption in transit and loss of content, particularly unstructured content, which is typically one of the larger artifacts of business. The size of the data to be migrated makes this very resource intensive, which means that auditing the migration process could also be complex and require consistency and traceability.
Another common issue with content migration is that the project team might not have a thorough grasp of the history, structure, and meaning of the source data, as well as the new system, which could lead not only in the loss of information, but also incur additional resources.
Get smart with Simflofy content federation by:
- Increasing Operational Efficiency. Documents can be accessed across content systems from one common application. This allows easier access to documents hidden in legacy file systems and makes changes to them.
- Addressing the Needs for Compliance. Retention and other information governance rules can be set in Simflofy, and the controls can be enacted on the documents where they sit. From Simflofy’s interface, users can set retention schedules or identify which documents contains personally identifiable information (PII), and the controls can be set in the content repositories in which the document resides.
- Reducing Annual IT Costs. Platforms can be consolidated as needed. Focus on support and future growth can be placed in the federated repository, while existing integrations can be maintained to legacy systems from legacy repositories. Consolidation does not need to occur in one step which decreases the need for major changes in existing processes and integrations.
On your platform, use the following integration features and functionality in your detailed request for proposal (RFP) to increase the likelihood of a successful content migration project.
Documents are spread across various content repositories and locations in almost every organization, but there is no reason why content can’t work together. Contact Simflofy at 612.470.8516 or firstname.lastname@example.org. We’ll let you know how your content repositories can work as one.