Colligo Blog: Data Compliance

Many businesses store important conversations in the form of email. In the event of litigation, they need systems in place to ensure timely email discovery, according to a recent Business2Community.com article. Electronic documents and records management systems (EDRMS) help automate archiving, ensure compliance and mitigate risks in e-discovery.

The basic concepts of information governance are well established in document management, but they’re fairly new ideas in other business areas. An effective information governance strategy needs to reflect your organization’s goals and be explained in terms of business needs, rather than rules. A recent article from CMSWire offers three tips for developing such a strategy.

The Heartbleed security breach has prompted plenty of hand-wringing about data security. A recent article in Information Week, for example, uses it as a jumping-off point to warn of the dangers of a less-than-secure BYOD mobile environment. These kinds of events happen, but they don’t mean companies are lax about data security or mobile devices.

Security is at the core of any strong IT strategy. But with the rise of cloud computing, mobility, social and bring-your-own-device (BYOD), it’s a struggle for IT decision-makers to stay in control, according to an article from ITProPortal.com. What’s the key to regaining control over data? Provide an app-based mobile solution that people want to use.

An article from Fierce Content Management reports that many records managers are concerned about the cloud and mobile technologies. They now must deal with employees wanting to bring their own devices into the enterprise environment. The key is to embrace an app-centric solution that engages end users while preserving security.

While internal IT security teams still need to say “no” to risky behaviors, they’re increasingly saying “yes” to technologies that drive business opportunities, according to an article on BaselineMag.com. That’s because IT is being asked to become a business enabler and not an obstacle. The key is for both the business and IT to work closely together.

Are you struggling to use SharePoint effectively as a document management platform? If so, you’re not alone. Many organizations have this problem, and it’s largely due to SharePoint’s ease of use. The key is to develop a strong information governance strategy. An article on CMSWire outlines three tips for how to get started.

These days, organizations have a lot more than just paper documents to keep track of, and the volume of information keeps growing. As a result, traditional records management no longer works, Nick Inglis explains in an interview with SearchContentManagement.com. He argues that records management needs to evolve into retention management.

SharePoint 2013’s records management is certainly an improvement over earlier versions. It’s better at accommodating records management in a complex business environment of access rights, global enterprise search and multiple mobile targets, according to SearchContentManagement.com. Even so, three important capabilities are best attained using third-party solutions.

An article from SearchContentManagement.com reports that “enterprises often collect content without a justification and have poor retention strategies, opening themselves up to legal exposure.” Any plans for handling unstructured data must include adding metadata. Automatic metadata extraction is one way to make that process easy for users.