A New World of Information Management
Traditionally, legacy content management systems have focused on structured storage. People would create a file, put it into a specific location, and tag it with specific metadata that was synced across the organization. Compliance was driven from policies that were applied based on the location of the document or by the metadata that had been applied.
This approach directly conflicts with the modern workplace. The modern workplace is focused on end user engagement and collaboration, rather than a heavily structure content system. It eliminates inflexible information architectures and unnecessary taxonomies.
A modern workplace approach aligns the content to the correct service that the user needs to get their work done. This increases usability for the end user, ensures information is grouped by context for each user, and makes sure the user gets the right content, in the right place, at the right time.
But how can you ensure compliance in the context of the modern workplace?
Don’t Create the New Legacy
Your legacy content management system will not work in a modern workplace. Don’t try to force it.
You also can’t just move your legacy content to a modern workplace platform using the same constructs and constraints. This would result in the modern workplace being the new legacy. You need to manage the content for compliance in place, potentially in an unstructured way, throughout the information lifecycle.
To do this, start thinking about content as existing in a system of engagement and managed by a system of record. This approach removes the need for structure, and therefore enables the modern workplace.
As a bonus, it also reduces risk of non-compliance as compared to legacy content management systems. You can read more about Systems of Record Versus Systems of Engagement in this article.
A Typical Migration is Not Compliant
Commodified migration products and solutions will not provide a compliant outcome and end state. They do not preserve the content audit trail during a migration, and do not provide a chain of custody that can provide the integrity of a record to an auditor.
Additionally, a commodity migration does not allow you to have control over document disposal, and will simply move all content, even if it has reached the end of its retention period.
The modern workplace is focused on end user engagement and collaboration
A compliant outcome and end state will provide all these capabilities. The content audit trail will be maintained during the migration, ensuring you can provide a chain of custody to an auditor. Expired content will be disposed according to regulations, reducing the risk from keeping content that has reached the end of its retention period.
Additionally, a compliant outcome and end state should allow you to add additional content sources, such as Box, Dropbox, G-Suite, and other cloud repositories. A federated content services solution allows you to manage compliance across all cloud sources, using a single set of rules and policies.
The Challenges of a Compliant Migration
Once you’ve decided to migrate to a modern workplace platform in a compliant manner, there are other challenges that should be considered.
Over the past year, RecordPoint has had extensive discussions with current and potential customers about what is blocking them from getting to a modern workplace. Almost everyone sees the benefits, yet they are having issues making the move. The challenges they face typically fall into three buckets.
Challenge #1: Migrations Are Time Consuming
Typical migration advice says that to migrate to a modern workplace platform, you need to do planning. For example, this involves assessing your current content, performing a big content cleanup, creating a new information architecture, and only then performing the migration.
This is effort is time consuming. It typically requires your business to spend 2-6 months upfront on meetings, decisions, and work before any benefit has been realized. It is human nature to want to see a payback for time spend on a project, and people just don’t have the patience for a long effort before modern workplace benefits are realized.
Challenge #2: Migrations Are Difficult
There are two types of difficulties that are typically faced in an organization when they are going through a migration project. One is related to the technology, and the other is related to people.
As RecordPoint started to look at how to migrate content in a compliant manner, we encounter one huge issue: there weren’t any migration tools that could do it. During a migration audit trails would be lost and a chain of custody for records count be maintained.
This is simply unacceptable for highly regulated and government organization.
The second difficulty is related to people. During the planning process the project team is typically asking people to provide requirements and opinions. However, it is difficult for people to provide an informed opinion because they’ve never actually done daily work in a modern system!
Challenge #3: Migrations Are Expensive
The time and difficulties related to a migration ultimately boil down to one huge issue: they are costly, in terms of time, money, and effort. Gone are the days where organizations want to spend hundreds of thousands of dollars on a platform deployment.
There has to be a faster, less expensive way to move to the modern workplace, otherwise this just won’t work.
The Compliant Migration as a Service Solution
RecordPoint has developed a fixed price, fixed outcome service designed to get organizations to a modern workspace platform quickly, in a compliant manner. Compliant Migration as a Service makes migration easy, fast, and cost effective.
Learn more about Compliant Migration as a Service, how it solves migration challenges, and how you can use it to move to a modern workplace.