Managing Content from Departmental IT

Ensuring policy is enabled and enforced across sources, and departments

Last time we talked about Federated Information and Records Management (FIRM) techniques that enable stronger search, insight, and governance for content that resides on-premises or in the cloud.

These federated techniques are founded on a decentralized content services approach and the modern reality that content lives in a variety of sources and is often disconnected and siloed.

The age of the centralized enterprise content management is long over as there is simply too much benefit in the wide range of modern use cases available in today’s collaboration platforms to go back to the centralized command and control structures of the past. The avalanche of content also makes it impossible to go back even if we wanted to.

The challenge for us then as the stewards of information in the enterprise is how do we ensure that policy is enabled (and enforced if desired) across these many sources?

And what types of information are we talking about? The rise and expansion of departmental IT means that organizations can be using systems as diverse as Box, Exchange Online and Salesforce as systems of record.

The good news is that almost all of these modern content services provide a rich set of application programming interfaces via web hooks and other extension methods that provide a framework for integration of these systems with policy engines.

By careful integration and planning through the use of off-the-shelf or even in-house developed policy automation solutions those responsible for information governance and compliance can ensure that the correct information policy is applied.

This policy can include retention, ensuring appropriate use, data loss prevention, and others, while the content stays in place in its source location.

At the same time, the key benefits of a federated architecture such as lifecycle, operational and platform independence are maintained.


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