Got ECM? Here’s What You Must Do After Initial Migration
March 28, 2017
We are nearly a quarter of the way through 2017. For those of us who made health resolutions, now is a good time to measure progress. Are you tracking food and managing portions? Have you made room in your schedule for regular exercise? Are you seeing results in how you feel and look? If so, congratulations for staying on track!
But now comes the hard part—keeping pace with the new normal. Succeeding in lifetime goals requires a dedicated focus on the new path. If the initial work to achieve your goals were a 100-meter dash, consider the next phase a lifelong marathon.
The same principles hold true for data management. Getting a handle on data generation, tagging, and filing is not a sprint to the finish line (or an ECM migration), nor is it a one-time event. Real data management, actual information governance, must be integrated into a “new way” of doing business, which can be tough work because it requires a business culture dedicated to managing data.
How do you track the data that is vital to your business? What is essential, what is extraneous, and how do you manage it? You must have a robust, repeatable process to evaluate, categorize, tag, and store your data so that it is searchable, accessible, secure, and relevant for your business needs.
Consider these three essentials for data management:
#1 Implement Daily, Ongoing Maintenance: Just like tracking your food and exercise, data management is an ongoing process. New data is created each day, and every byte must be reviewed and analyzed to determine the appropriate levels of security, accessibility, and discoverability. Don’t be overcome by the relentless waves of new data. FileFacets offers continuous sweeps of your business data to ensure your shared drives are clean and compliant.
#2 Toss the ROT: Quick, name your least favorite chore? In our office, the one that ranks near the bottom is cleaning the shared refrigerator. There is no subduing the gag reflexes brought on by the unintended science projects of liquefied vegetables or moldy meats—ugh! ROT (redundant, obsolete, trivial) data files, while not as slimy and repulsive, can clutter your data repositories and increase storage costs. FileFacets software can check your data for ROT and get rid of it.
#3 Secure Sensitive Data: In today’s tech environment of hackers and insider accomplices (intentional or accidental), you must secure sensitive data files from those who should not be able to access them. This is especially true for PII and PIHI (Personally Identifiable Information and Personally Identifiable Health Information), and includes Social Security numbers, health files, and credit card numbers. Don’t expose your employees and clients to identity theft; let FileFacets help you secure your PII.
Like the never-ending cycles of portion control and exercise, data management is a necessary rhythm to help your business stay in balance and on track for success. The better you manage the infinite waves of data, the better you can manage your business to succeed.
Data management should not burden your organization. FileFacets can make everyone’s job easier by helping you organize and manage business data. FileFacets’ Data Analysis solutions provide everything you need to perform sophisticated content analysis in one integrated product. FileFacets software can perform Data Analysis, ROT processing, and PII protections tailored to your business needs.
Do you need a plan to manage your business data? To learn more about how FileFacets offers solutions to immediate and ongoing information governance challenges, subscribe to our blog.