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Nearly every organization on the planet uses email. If your organization has standardized on the M365 suite, then you likely spend a good portion of your workday living in Outlook. As a result, that's where much of our content lives too. Like all other sources and repositories of content, Outlook and Exchange need to be considered in your information governance strategy.
You might already be familiar with items such as messages, calendar invitations, contacts, notes, and attachments, which are stored in visible folders. But Exchange has some hidden and powerful deletion opportunities that you might not be taking advantage of yet. Because Exchange serves as one of two software development kits available in 365 – the other being SharePoint – it stores other applications’ content as well.
It is often said that in a digital world, information is the key asset of any organization; it’s digital lifeblood. With such great importance put on the creation, management, distribution, and use of information to add value, as information management practitioners, we must be able to recognize the inherent business risks of poor information management practices and the impacts those could have on our organizations' ability to create value for its customers and other stakeholders. It is important to harness the value that can be generated by information while factoring in the inherent risks of that information and having a plan for mitigating those risks.
Advancements in technology have revolutionized the way businesses operate. Each new tool or software has improved efficiency and compliance from fax machines to cloud computing. Three of the most powerful pieces of technology used to improve the way enterprises handle their documents are Optical Character Recognition (OCR), Robotic Process Automation (RPA), and Artificial Intelligence (AI). Knowing the differences between these technologies – and which challenges they’re each best at handling – plays a key role in making an implementation project successful.
Most organizations use file shares or network shared drives to store and collaborate on documents. The challenge with file shares is that solid information management practices are rarely applied. This often leads to messy environments full of redundant, outdated, and trivial information.
If you shudder every time you think about retrieving a file in your organization's shared folder, it's probably time to conduct a file share cleanup initiative. Doing so will help reduce risk and improve operational efficiency.
A lot of planning goes into a system migration. You’ll need to identify the purpose of the migration, the stakeholders involved, and any issues that may affect the migration. To plan for the migration, you’ll need to consider some general logistics – such as communicating with stakeholders, drawing up a schedule, and establishing the scope of the migration.
If you're gearing up for a system migration and want to avoid all of the common pitfalls, you're in the right place.
Do you have a system that no longer meets your organization's needs or isn't being supported by the vendor any longer? Legacy systems can cause all sorts of headaches. Perhaps it's time for it to be decommissioned.
Before you pull the plug, let us show you how to create a decommissioning plan and decide what to do with all of the information on the system.
Your organization has a responsibility to its staff, customers, clients, and other stakeholders to protect the privacy of their personal data. Failing to do so can lead to legal liability, regulatory sanctions, and irreparable damage to your organization's reputation.
Developing a data privacy strategy and putting privacy practices into place can protect your organization before a breach occurs.
The pace at which technology changes is fast and getting faster. Your organization is likely changing quickly too. What happens when that amazing system you implemented a few years ago is on the fast track for decommissioning? Or that file type that you standardized is no longer being supported?
It's critical that your organization has a plan in place to ensure that you maintain the ability to display, retrieve, and use your digital information long term. You need to develop a digital preservation strategy.
Do you have a migration in your future? Maybe you're consolidating systems, decommissioning an outdated one, or finally moving information to the cloud. Migration projects can be complicated because it's not just files that you're moving. It's workflows and business logic, templates, metadata, and much more. If you want it to go smoothly, you're going to need a migration plan.
Your organization's information is a valuable asset. You’ll need to protect it from unauthorized access, use, disclosure, disruption, modification, perusal, inspection, recording, or destruction. There are many different models that you can use to improve information security, but which one is right for your situation?
Is your organization's business information growing in volume, velocity, and variety? That's what we call information chaos, and it can quickly get out of hand and become unmanageable without some strategies in place.
You can't just delete it all. Some of it holds business value. And some of it has to be retained to remain compliant with local, state, and federal laws. But you can't keep it all either. You have to manage and automate the retention and disposition of your information throughout its lifecycle.
When an employee parts ways with your organization, what happens to all of the valuable business information hiding in their inbox, shared network drive, or laptop? What about the access they have to all of your organization's systems?
We'll show you how to create a process to successfully separate an employee and prepare the position for the next person fulfilling it.