industry news SME profile Sunday 30 Oct 2022 @ 10:22 Why content sprawl has CIOs running scared
In recent years there’s been a major shift in technology and capability around the content and process space.
Emerging and advancing technologies are driving the exponential growth of content creation and retention in an organisation. This growth is creating unmanaged silos, often containing terabytes or even petabytes of information. The complexity and size of these silos continue to grow daily, causing issues for users trying to simply get their work done, and major headaches for CIOs, Risk Officers and Records Managers, whose job it is to maintain corporate knowledge.
For an agency in the public sector, governance of information is crucially important – not only for the simple reason of efficiency, but because government needs to be able to demonstrate what and how decisions are being made. While many agencies continue to deliver upon a rigorous information governance policy within their corporate EDRMS, the surge of information being created in disparate systems means there is an unknown quantity of content out of sight from the people whose job it is to manage it.
Enter the age of content sprawl
What was once neatly contained content is now likely to go through multiple applications within an organisation – what’s known as content sprawl.
In a nutshell, content sprawl describes the unmanaged growth of an organisation’s content assets into an unwieldy and unmanageable mass.
For example, agencies could find themselves wrestling with content in their corporate EDRMS, but also across a plethora of solutions from file-sharing platforms, email, MS Teams, ticketing systems, ERP systems, financial repositories or just a network drive.
Content sprawl isn’t just messy – it also has security implications. If no one knows where information is or the nature of the content that’s being held, something such as a malware attack could potentially cripple a public sector organisation. Content sprawl also contributes to Redundant Obsolete or Trivial (ROT) data that an organisation must administer. How can you successfully say you have disposed of specific content if you do not know everywhere it resides?
“There’s been this shift away from governing information in just one repository, to ‘how can I govern the information in all of these different places without putting an overhead on our users’,” says Objective’s Chief Product Officer Jon Palin.
“I want my staff to keep working in Microsoft Teams and Salesforce, but as a risk officer, as a CIO, I want to have oversight and make sure I know exactly what’s happening and have a really clear record of what’s in these systems.”
Objective recently conducted a series of in-depth interviews with CIOs from agencies across all levels of government. Irrespective of the CIO being based in the UK, Australia or New Zealand, the message was clear: they’re worried.
“The idea of content sprawl actually really scares CIOs,” Palin says. “It’s immediate because they know how many repositories they’ve got, but they have no idea what’s in some of these systems. It’s the fear of the unknown that’s driving them.”
Taming content sprawl
This year, Objective is offering a new product designed to manage content sprawl.
Purpose built for complex environments with massive amounts of information, Objective 3Sixty connects information sources across an agency so they can be discovered, organised and managed from a single control centre.
It gives users the ability to tag information, manage records in-place and transfer documents for long-term retention, wherever they might reside.
“The whole idea is about taming content sprawl,” Palin says. “We’re saying to organisations, ‘this is a tool where you can start to identify what your current situation is and go on to discover the content within a full picture of the information throughout your enterprise’.
“People have realised that the goal of getting all the content spread across their organisation into one place is too hard.
“They want the choice of existing solutions, but they also want to manage them.
“Objective 3Sixty brings a modern, connected approach to corporate information governance – it provides a way to “manage” everything from one place – but leaves content and data in their native systems.”
Using Objective software, thousands of public sector customers are shifting to being completely digital. Where our customers can work from anywhere; with access to information, governance guaranteed and security assured.
Objective has continually invested significantly in the ongoing development of products that deliver outstanding solutions to the public sector and regulated industries. This includes organisations such as Scottish Government, Welsh Government, the Australian Defence Organisation, NSW Department of Premier and Cabinet and the ACT Government.
Objective 3Sixty is the latest addition to the Objective content services suite that also includes SaaS EDRMS, workflow and processing tools, governance solutions for both Microsoft Teams and Outlook and secure cloud collaboration. Learn more about Objective 3Sixty here.
“This idea of content sprawl is very immediate because CIOs know how many repositories they’ve got, but they have no idea what’s in some of these systems. It’s the fear of the unknown that’s