Everyone has some fashion of managing their business documents. In fact, most organizations have 8-10 ways they manage contracts, agreements, purchase orders and the like. In very large organizations, technologies from IBM FileNet, OpenText, Documentum, iManage, Hyland and the like proliferate. For more medium-sized workloads the world tried to make Microsoft SharePoint work. Throw in network drives running in some machine on your network, cloud-based tools like Onedrive, Dropbox and BOX and the story becomes a mess.
NOW WHAT HAPPENS IF YOU ARE PURCHASED – or you purchase a firm. What happens if the wrong knowledge workers are ‘let go’ or leave. The time, people and hard costs to reconcile:
- Where is everything? For information on network drives or in the cloud, this are very fragile and can disappear or be lost immediately.
- What are the important business data and documents – and what is redundant, obsolete or trivial (ROT)?
- What is the best-and-final version that represents the truth?
- Even if you find the needed documents and information, is there metadata and categorization to put them in context and make them searchable?
- Across all the supposed ‘systems of record’ for documents and data, how do you recognize ‘the truth’?
Doculabs just published a blog on this topic titled “Developing Goals & Requirements for a Successful Content Cleanup Project“. This blog points out what anyone going through a merger/acquisition should consider good reading. There is a methodology that comes to light, but then you need a tool and best practice to turn that methodology into action – otherwise the ‘Vision Without Execution Is Just Hallucination’ quote from Thomas Edison becomes reality.
That is where InfoDNA comes in to help. Our capabilities, experience and technologies are ready to make quick-work of the total effort. With our Topla Intensify product, we have a solution to help the entire team:
- Assess the current state across all your technologies.
- Strategize a better state for the content, processes and broader business.
- Repair the Metadata so that a document can be indexed for quick and accurate findability.
- Identify a best practice to bring together corporate taxonomies, governance and retention.
- Execute the actual migration – from end-to-end – identifying the ROT, duplicates and extract additional information along the way.
Keeping everything is not the answer. This removes a significant amount of business value from why you wanted to merge in the first place. Lifting-and-shifting documents en masse into a system does not accomplish anything more that a mess of metadata and reduced searchability – ROT and no trust will be the reality.
InfoDNA brings the focus and experience to make what should happen a reality.
Learn more at https://www.infodnasolutions.com