Breaking down silos of information

A consequence of easy-to-administer ECMs is the growth of Repository Archives at the Department level.  This means silos of information and difficulty sharing best practices across business units.  Sound information governance procedures should allow for sharing of information across the enterprise, while securing it only to authorized users.


For companies concerned about compliance issues (Sarbanes Oxley, FRCP, etc) it is especially important to be able to identify custodians, search information across the enterprise and control what information is getting into the Archive of Record.  If these systems continue to allow users to upload at their discretion, it becomes impossible to ensure that all relevant information is uploaded and irrelevant information is ignored.


Time, Talent, Energy: Overcome Organizational Drag and Unleash Your Team’s Productive Power

The answer lies in gaining control of information on the laptop.  Finding technology to automatically identify/store important e-mails and files as they are created or updated… often with no user intervention.

Many viable technologies are emerging to extend governance to the desktop, enabling organizations to break down the silos of information, leverage existing infrastructure, automatically update metadata, reduce legal risk of “smoking guns” on laptops and slashing eDiscovery costs to quickly mine only the relevant information.

Smart Collaboration: How Professionals and Their Firms Succeed by Breaking Down Silos

I hope you found my point of view enlightening and informative.

The CEO Next Door: The 4 Behaviors that Transform Ordinary People into World-Class Leaders – From Amazon Books

ECM in the Cloud – The Migration

Experienced Technology Professionals have an acronym for moving content from one system to another called “GIGO” (translation: Garbage In, Garbage Out).

When we rush into a cloud implementation, with clear goals of monetary savings, faster time to production/delivery, and increased efficiencies, we need to remember that what we move to the cloud is as important as how we utilize it effectively.

The concept is that un-scrubbed data is guaranteed to be full of “ROT” (Redundant, Obsolete, or Trivial information).  You can classify this as the garbage I was referring to in my opening sentence.   It is always best to fix this information BEFORE you move it to cloud storage.  ROT will not fix itself.  It needs classification and attributes like ownership, retention and destruction dates.  If you do the “heavy lifting” of identifying your ROT prior to the migration, you get to manage it before it mystically grows to hundreds of Gigabytes or more.  You may even find quick solutions to eliminate ROT creation and create less ROT as the organizations data store grows.

Neglecting the abundance of older and unclassified information in a migration to the cloud would mean that “someone else”, at a later date, would inherit the wretched project of determining what information is classifiable and should be retained, and what to do with the rest.

Imagine if you move to a new home, and you pack up your clothes closet without checking to see if some of the items don’t need to move (don’t fit, never worn, stained, dated, ugly, etc.).  You are paying to move and re-hang garments that could be donated or tossed.  If you are moving to get more closet space, this can be awkward.  Data can be like clothes, and we all know how easy it is to order up some additional disk for all our content (like an infinitely expandable closet)!

Before you move all those items to your cloud storage, consider how bringing in a consultant can eliminate ROT, streamline your cloud migration, and save you money up-front, as you move items with policies, classification, and retention and destruction schedules.  I can help you create less mayhem in your cloud migration.

The Dark Side of the Cloud

The Cloud juggernaut continues to grow (along with invitations to Webinars, Cloud conferences, meetings, and more) as more companies and government agencies see the clear benefits of outsourcing their Data centers and computing operations.

I am a clear proponent of the cloud, and more importantly, a proponent of sound practices when migrating to a Cloud-based Data center.  It is important that you retain technical staff to manage the cloud implementation – people on your team/payroll who will oversee and manage your Cloud services, and ensure that you get the best value from the migration to the cloud.  This may cut into your savings, yet it can prevent major cost overruns when you have retained staff through the transition to handle unknown issues and build standard procedures (onboarding, help desk, application management).

The primary reason to migrate to the Cloud is to save money.  This is done by outsourcing your data center and its operations to a cloud services provider.  If it will not save you hard dollars, and you have increased complexity and oversight concerns, don’t rush into the Cloud.  Saving money can also be reducing headcount or staff dedicated to mundane server maintenance, upgrades, and patches.  You need to break out those numbers, as well as the real estate reclaimed or eliminated when the Data center “goes away”.

  • The cloud becomes “overcast” when surprises occur, mostly due to cost increases.
  • When you don’t factor in your increased computing and storage needs (think “growth”)
  • When poor governance has you keeping content redundantly or forever due to a lack of content management and/or destruction rules for your stored content
  • When you decide to cancel or change Cloud Providers – Are there “close out” costs? Destruction fees for abandoned content? Other hidden or “fine print” fees?

IF the answer to all the concerns is “It’s in the Cloud”, you have been overcome by the dark side of Cloud computing.  Just like an airplane dodging the thunderheads on a stormy flight path, your mission is to avoid turbulence and deliver without excessive delay! Your organization deserves a premium implementation when you migrate to the cloud – Get the right people in to manage your transition and the forecast will be Sunny and Bright.