Content sprawl, or the spread of content across multiple repositories, has been a thorn in the side of records managers since the dawn of document management. While consolidation of repositories was initially thought to be a potential solution, this method only ended up highlighting the problems of content sprawl due to the high costs of consolidation as well as need for records managers to manage multiple file plans. 

Federated records management offers a solution to remedy content sprawl without the ropes and chains that can come with migrating and consolidating information into a single enterprise content management (ECM) system. Not to mention, in most corporate environments, complete consolidation is simply unattainable. Whether you’re looking to modernize your existing records management system or implement a new system altogether, federated records management can help simplify document and records management processes within your organization.

The sprawled reality

The majority of organizations today are not standardized on one ECM or system in today’s world. According to an AIIM study:

  • 52% of organizations have three or more Enterprise Content Management (ECM), Document Management (DM) or Records Management (RM) systems and 22% have five or more of these systems.

  • 38% of those organizations report having more than five ECM/DM/RM systems in operation.

  • File shares are still in widespread use among 52% of companies that have at least one ECM system in place.

It’s not just content in those systems either, there are other considerations like business applications built on those systems or business processes relying on the underlying content services. Typical migrations tend to bring over ROT – Redundant, Obsolete and Trivial – content that is potentially disposable given the lack of usage or the age of the content. 

The solution: Federated Records Management

Simflofy Federated Records Management allows organizations to apply retention schedules, holds and disposition actions to content and records across all corporate content. Simflofy provides retention management and records management to your content across siloed systems.  Retention schedules can be easily applied to active content, and once that content is no longer actively used, it can be automatically deleted after a specified period of time ensuring your content doesn’t stay around for years.

By connecting information from different systems, users can benefit from a single view of data stored across multiple repositories. Simflofy Federated Records Management provides organizations with the capability to govern records across a range of systems with 55+ connectors including Microsoft Office 365, Microsoft SharePoint, Microsoft Exchange, Google Mail, OpenText, Documentum, IBM FileNet, SAP,, Box—and a host of others.

The benefits of using Federated Records Management:

  • Minimized Business Impact – Organizations can use metadata and status to have content automatically declared as a record reducing the user’s burden to perform records declaration

  • Retention and Records Management – Configurable Retention Schedules provide retention and records control over content for lifecycle management, hold, transfer, archive and the destruction of records

  • Provide Legal Holds across multiple systems – Organizations can apply Legal Holds to content and records that are distributed across different, disparate systems and gain centralized control over content and records, without the need for costly or time-consuming content migration

  • Records Managers Adoption – Simple, easy to use search and records interface that allows records manager to find and bulk action content and records, centrally manage retention schedules, disposition actions and legal holds

  • Security – Search results are filtered by the source system permissions; users only see what they are allowed to see and the available actions the user can perform are controlled by Simflofy.

To find out more about how Federated Document Management and manage-in-place work together to power the future of information management, download our eBook, "Bringing Information and Users Closer Together with Federated Document Management" here.