Are You Sure Your Content Lives in ECM/DM?
We’ve talked in the past about file sharing and collaboration and the problems that can arise from letting your employees decide how they want to do this. In our Navigating the Hurdles of Synchronization white paper, we use the example of when lawyers were working in a conference room that had a public Wi-Fi to share content with their clients via an unauthorized Box repository to illustrate the downside of file sharing. That’s not to say that all file sharing is bad, but that organizations need to toe the line when it comes to the use of certain applications. Since there are various other ways that users can get around IT to share files, it begs the question, are you sure that your content lives in DM?
M-Files and AIIM have both addressed this question with different research results. M-Files estimates that about 50% of all employees have used unauthorized file sharing methods for business. A similar study done by AIIM estimates this number to be closer to 65%. Regardless of what that number is, there is a good chance that content that is supposed to live in your ECM or DM may not.
So, what can you do to make sure content lives in ECM/DM?
Well for starters, you need to figure out what file sharing systems your employees are using. Interview them to find out what they prefer and why. Once you have completed that step, then you are going to want to make a plan for how to address the use of file shares. Do you want to cut them out completely? Or, do you want to find a way to allow your employees to make use of best-of-breed file sharing solutions? Based on what you decide, there are going to be different processes for implementing these new rules.
If you decide to empower employees to work in best of breed solutions, you are probably also looking to integrate systems together to ensure that content is stored back in ECM/DM. SeeUnity specializes in content integration and synchronization allowing you to empower your employees to use file shares, while data remains securely stored in ECM or DM. There are two ways our solutions allow you to achieve this. First, is through an admin synchronization. This is done completely on the backend with no interaction on the user’s part. It is a great solution for organizations that feel automation is the best course of action. Second, is through a user sync. This allows your users to select what content is moving back and forth between systems.
How we can help
If you would like to learn more about how SeeUnity can help ensure that your content lives in ECM/DM, click below! If you want to talk to a real person about it, inquire above!