Tackling The Content Chaos

Content Chaos

It’s now a well-known fact that Employees are taking IT decision making into their own hands. The rate at which employees are using their own personal content collaboration tools is on the rise in 70 percent of global businesses, a figure which will grow as our lives become more interconnected through technology.

As the level of content people interact with on a daily basis continues to increase, employees will seek methods to simplify their working lives – whether this is sending company content to a personal email account or moving it to a consumer cloud storage repository before downloading it to mobile devices. Popular file-sync and share solutions may well provide employees with immediate productivity relief, but the multitude of applications employees use can simply lead to further individual content silos, allowing for content chaos to reign.

While seemingly harmless, your organisation’s data has now been released into the wild and your company’s intellectual property is at risk – something that can cost companies money, time, and brand reputation. What happens if an employee leaves? The content they shared using their own consumer drive in the cloud is never recovered. What happens if the shared Dropbox account gets compromised? Losing a customer, facing a fine or even prison term for being careless with customer data is a legitimate concern and demands more attention with productive solutions.

It’s easy for IT departments to get a bad rap when trying to rein in content chaos and manage security by blocking access to applications and programs. However, deep down, most people understand that it’s essential for IT to retain control of users, content and devices, ensuring that data stays where it’s meant to be.

Not all content is created equal and no one policy will apply to all content. Deploying the right solutions is only half the battle; businesses need to understand how their content is classified, either as public, confidential or restricted content, in order to manage content chaos with the relevant policies in place.

For example, a hybrid content management system can provide employees with the ability to access, browse and share business content on either side of the enterprise walls. Adopting a solution with advanced security and administration features will empower employees to put their content to work – it will be readily available no matter where it’s stored and without the fear of risk.

The complexity of managing corporate content has never been greater. New tablet and mobile devices, BYOD policies, the proliferation of cloud and mobile productivity apps and flexible, mobile working styles are just a few of the challenges. Where content lives and how it is used is changing the way organisations create, share and manage files. In short, it’s changing how your business works. Content chaos doesn’t have to keep you chained to your desk. Deploying the solution that’s the right fit for your business means that employees won’t have to resort to risky workarounds giving IT the added reward of a highly productive and secure workforce.

John Newton, CTO and Chairman of Alfresco, has had a long and influential career in content management. In 1990, John co-founded, designed and led the development of Documentum, the leader in content management acquired by EMC. For the next 10 years, he invented many of the concepts widely used in the industry today. John has also been an Entrepreneur-in-Residence at Benchmark Capital. John was one of the founding engineers at Ingres, where he helped develop the world's first commercial relational database. John graduated with a BS in Electrical Engineering and Computer Science from the University of California at Berkeley.