Content Process Automation

In today’s fragmented environment of content sprawl, the need to transfer documents grows increasingly necessary and more frequent. Industry regulatory requirements in life sciences, financial services, health care and government are compelling organizations to be consistent in both their records management and eDiscovery processes.  Also, many organizations are seeking to minimize the number of content silos, standardize on an ECM strategy, and derive cost savings in licensing and administrative overhead. In some cases, obsolete legacy systems need to be replaced with current technology.

In order manage these concerns, and ultimately deliver the right documents to the right place, at the right time without losing any information and staying aligned with business processes, it’s crucial to deploy a technology that eases the transfer of documents between applications. 

But technical hurdles can make document transfer among multiple content silos difficult, blocking business processes from leveraging information assets, and making meeting regulatory requirements difficult. And because information is frequently created in one place, and consumed in another, the ability to ease document transfer enables business processes to access the unstructured information it needs. 

The glue between information and business processes is intelligent document transfer. Content Hub’s approach to document process automation provides solutions for even the toughest use cases.

 

Records Management, Archiving and eDiscovery

Connectivity concerns always arise with compliance and eDiscovery requirements. The regulatory environment is continuously evolving, becoming more constraining, even as the data continues to grow. Good Records Management practices take into account all documents produced. eDiscovery encompasses all electronically stored information. Together these result in incredible amounts of data, and complying with both becomes more difficult as the number of repositories increases. Content Hub brings major improvements to managing these initiatives. It is the perfect companion to eDiscovery and Records Management platforms.

 

As the central connection point for all repositories Content Hub unifies scattered silos and operates all document tranfer operations. For records management or archiving, it implements processes to extract the information from the connected repositories, and apply mandatory actions like timestamping or rendering into a PDF/A, and then declaring and filing the record. 

 

eDiscovery software often indexes some, but not all of a companie’s content silos  But Content Hub can execute a brokered search against all repositories and move the relevant documents to a place the eDiscovery platforms can now manage.

 

Information Sharing and Content Distribution

Multiple repositories used by multiple audiences can cause a multitude of concerns. If information can’t be found, it may be duplicated, or even worse, an obsolete document version might be used. All this potential for chaos encourages people to retrieve documents from the ECM systems and send them by email. This, of course, compounds the issue with lost context, and breaks the associated permisssions on the content. Add network latency issues into the mix and information sharing and content distribution can become a mind-boggling problem.

 

One solution for sharing unstructured information is to synchronize parts of the repositories in real-time, ensuring that the same documents are available to multiple audiences. Like synchronizing smartphone contacts with a messaging system, synchronizing the document directories simplifies information sharing across platforms, audiences, and networks.

 

For content distribution, the solution is to design custom processes to “listen” to the master document library so that when a new or updated version of a document becomes available, it is automatically distributed to the different audiences. Everyone has access to the most current version of the relevant document.

      

Applications Decommissioning

Content management application lifecycles are influenced by many factors. Discontinued products, new disruptive technologies, new business-models, IT consolidation strategies or new corporate standards are among the factors that lead to application decommissioning. But it is not easy to replace an old application. One thing that you can count on is that all applications are different – security models, metadata, even pre-defined objects are different. So importing existing documents to a new system can be extremely complex. And in addtion to the the technical requirements, business requirements complicate matters further.

 

More than 40 EntropySoft Content Connectors offer the widest range of migrations, mapping features preserve as much source info as possible, and clustering features deliver high performance. This also allows organizations to decommission parts of repositories at their own pace, without the risks associated with a ‘big bang’ migration.  With the advanced technology to manage the even most challenging migrations, a proven migration methodology and experienced service partners deliver decommissioning strategies you can rely on.