We all have masses of content stored within our organizational closets – far too much for us to manage in many cases. From data stored within creaking legacy applications, social media streams, massive video and image files, to the latest internet of things (IoT) devices popping up everywhere – the content explosion is not going away.
Managing and securing this content is top of minds for consumers, yet the way in which many enterprises are failing to secure this content is frightening – research from IDC claims that by 2025 almost 90% of content will need to be secured in some way, but that less than half of it will actually be secured.
Spiralling data volumes, a need to secure more and more, and an increasing inability to control this information chaos is creating a perfect storm that organizations need to get under control as soon as possible. But what can be done to halt the slide towards a seemingly inevitable digital implosion?
Step 1 – Know What’s In Your Closet
The first step to controlling the chaos is to actually get a handle on how big the problem is in your own organization. Knowing what is in the content closet is a readily achievable task – the simple reporting capabilities available in any content management system should be able to provide reports and charts showing useful information such as
- Number of content stored
- Sizes of content stored
- File types stored – pdf vs .docx vs xls for example
- Audit trails – who accesses what, when, and from what devices
These type of reports might seem mundane and trivial, but regular reporting against these metrics can give you clear insight around what content you have and how fast it is growing.
Step 2 – Clean Up The Closet
Once you have this reporting foundation in place you can start doing some really interesting things. Research suggests that over 80% of the content that is stored by organizations is redundant, obsolete or trivial (ROT). ROT comes in many different forms: duplicate data, downloaded images, old, outdated versions of a document, redundant database backups for systems that no longer exist – the list goes on. With content analytics you can start to identify where the ROT lives and then get rid of it – providing savings on storage, faster searches, and increasing compliance.
And content analytics can help with more than simple compliance requirements. Consider records management – a practice made increasingly difficult with the massive volumes of content being saved in modern enterprises. Identifying content that should be declared as a record, and consequently retained (then deleted), has been a largely manual task. Removing the ROT helps with this – but intelligent content analytics that can determine the type of a content item, and even maybe flag it as a potential record is a gamechanger.
Step 3 – Spice It Up
Ok – now you have a nice clean closet. It’s beautifully organized, nice and tidy, and you know exactly what is in there, and where it can be found – quickly. Now it’s time to spice it up.
A well managed closet provides a perfect platform to build a complete set of reporting, charting and analytic capabilities to allow users to quickly spot trends and act upon them. From being able to spot fraudulent activity, to saving money by retiring legacy systems that are no longer serving a purpose, to managing legal compliance, the value of content analytics is only limited by your imagination.
Written by Mark Lugert, President and CEO, Simflofy
Simflofy provide comprehensive content analytics solutions built on top of Mongo Charts.