When it comes to regulations and compliance, organizations are super careful and rightfully so. Being out of compliance and in violation of a regulation can be career-ending, or worse even organization-ending. There is simply too much on the line for reckless content management.
The result of this careful behavior is that within these highly-regulated organizations, options for employee collaboration have become quite limited. Organizations in these situations tend to maintain tight control over what happens to their content, so they can know with certainty whether they are in compliance at any given time. Many organizations deploy some sort of governance tool to ensure compliance, often either built within their ECM platform or using a dedicated, third-party tool for it.
However, both scenarios have their drawbacks. Governance functionality baked into an ECM platform generally only impacts content that is stored within that platform, and the third-party tool will only regulate content from sources that can support it. No matter your choice, your options are limited and limiting.
Adding insult to injury, the industry is evolving in ways that further complicate traditional compliance and governance measures. Gartner has stated that by 2019, over 70% of all enterprises will have a multi-cloud environment. This will be either be by choice or due to the Shadow IT created by end-users to accommodate their own needs. Organizations depending upon a third-party to keep content in compliance will find it increasingly difficult to find a tool that supports all available content management and collaboration systems.
But fear not; compliance is not a lost cause! What if there was a way to extend your existing platform or your third-party application with all available ECM systems and content collaboration platforms out there?
Let’s illustrate it with a concrete scenario: One of the crucial features, when we think about being compliant, is eDiscovery, the ability to find everything in your content sources and services. eDiscovery can be used to find available PII information of a person, content that too many people have access to, etc. Most eDiscovery services and tools only support a limited number of content management systems. Most people believe that consolidation and reducing your collaboration options is the only way to solve this.
But most people can be wrong.
Let me pose a new solution for this problem, a solution that would allow you to keep working with the application and services you currently have while still being compliant. Too good to be true? Out of touch with reality? While I have been called all these things for various reasons, 😉 they do not apply to this solution.
What if we could provide a methodology that makes ALL of your content discoverable by your eDiscovery system – no matter where it’s stored? Imagine your eDiscovery tool has access to a content system like Google Suite or Office 365, but your organization also deploys multiple on-premises systems like a file server and Documentum. These legacy systems need to be open to eDiscovery as well. And they can be, through enterprise content integration and synchronization.
In this case, the synchronization platform would tightly integrate to all of these content management platforms, then synchronize the content from the file server and Documentum to Office 365 or Google Suite, while allowing the content to be searched as it has become native content for the eDiscovery platform. The synchronization platform will keep track of where the documents come from and can provide you with a ‘chain of custody’ if needed during audits.
It’s the best of ALL worlds: Use the platforms that you want, enable employees to collaborate effectively and productively, while maintaining compliance.