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Why Hybrid Enterprise Content Management is the Way to Go for Global Organizations?

By CIOReview | Wednesday, August 10, 2016

A cloud File Sync and Share (FSS) solution has mitigated the use of the traditional methods—email and documentation for content management. This helps users by relieving them from tracking, compiling and managing several folder and files from emails and other storage methods. But as users increased over the years, FSS users were more prone to sharing corporate and sensitive data. An IDC research report said users utilizing FSS solutions had some kind of information leak each year due to the use of first generation consumer-grade FSS solutions. The design of first-generation FSS solution lacks administrative capabilities, enterprise-grade security and robust access controls. So these first generation enterprise FSS solutions are not fully evolved content management systems as they lack metadata management, workflow, policies, and governance controls which are the prerequisites to optimize enterprise information throughout its life-cycle. However, with developments in technology, there are positives in enterprise FSS that can’t be ignored.

The Enterprise FSS solution today has developed with advanced capabilities by continuous improvement process, allowing Enterprise Content Management (ECM) to be a content-centric enterprise application. Looking at the current FSS environments, IDC reports says that 52 percent of the organizations believe enterprise FSS must be integrated with the enterprises’ on-premise ECM system.

As an extension to the capabilities of ECM and enterprise FSS, Hybrid ECM has emerged as the right tool for organizations to pursue their knowledge management goals. Offering an enhanced value proposition, hybrid ECM integrates cloud with ECM services and on-premise ECM implementations that results in anywhere, anytime access of data for the global workforce or employees on the go. Weighing the pros and cons of both (ECM and FSS), Hybrid ECM offers a solution that addresses management of enterprises content in the on-premise environments. The hybrid ECM encompasses many use cases:

Ad Hoc Unstructured Collaboration:  Ad hoc unstructured collaboration helps hybrid ECM to offer users ease-of-use, mobile device support and ease-of-sharing. It also ensures that the information is well secured and controlled throughout the lifecycle. The popular team collaborations include marketing departments that need to collaborate with external agencies, research and development organizations who need to exchange information with organizations.

Securing Enterprise Content: The documents that are copied on the cloud through FSS loose entire context and they become ‘new documents’. It is also observed that the policies, permissions and metadata are also lost and this necessitates re-implementation of security controls on copies. With hybrid ECM, context and controls are retained and the copies are continued to be governed so that users can easily get the right document.

Enabling Enterprise Business Process Sharing: Integrating file sync and share functionality enables and   enterprise to extend existing business processes with ‘Ad Hoc Collaboration’ capabilities. This brings-in automation and transparency for interactions that on other hand would use emails and other mechanisms - customer self-service portals, enterprise applications, mobile field-service applications, for example.

The use cases help the enterprise in improving its team productivity by streamlining the review and approval process. Hybrid ECM offers a trustworthy environment by incorporating correct and updated content. IDC reports portray that 40 percent of the organizations are eyeing on hybrid ECM as a new approach towards managing their data.

Conclusion: Organizations need a content management strategy that can help the enterprises with the agility and level of governance they seek from cloud along with cost benefits. This content management strategy (Hybrid ECM) combines the strength of ‘FSS’ and ‘ECM’, offering the best of both systems, speeding up the business process. The hybrid ECM is becoming familiar with the leading ECM vendors and is the next-generation platform for content-enabled applications in on-premise and cloud.