Anyone who has ever spent an appreciable amount of time working with business information knows full well that the sheer volume of content within their deployment is growing by the day. But at the same time, the variety of content is also on the rise — which can easily lead to governance issues before you know it.
This was always an issue for organizations in the process of scaling, but it has become increasingly difficult in the wake of the still ongoing COVID-19 pandemic. With more employees working from home than ever, information management solutions have become more than just tools to store important files in the cloud. They are literally the foundation of your workforce right now, allowing people to better communicate and collaborate with one another during a time when they’re not going to be able to get back in the same shared space for the foreseeable future.
This, in essence, is why ‘Set It and Forget It’ governance is so important. Every minute that you spend trying to make sense of your infrastructure or trying to get third-party add-ons to work the way you want, is a minute that you’re not actually acting on the insight contained in your data and using it to propel your business forward. Thankfully, most IT leaders seem to understand the gravity of the situation.
The Power of ‘Set It and Forget It’ Governance: An Overview
M-Files intelligent information management solution helps achieve a ‘Set It and Forget It’ governance strategy. With workflow rules, organizations can maintain consistent records management policies. Documents in a governance workflow would be governed by a ruleset whereby any of the following would happen automatically:
- Records would be disposed of or retained according to policy
- Stakeholders would be notified to review batches of documents designated for a certain disposition
Files can automatically be added to this workflow, as well, through metadata. If, for instance, a file matches certain criteria — say, a type of contract — it would automatically be applied to a governance workflow.
Thanks to a lot of these features, information in all repositories across the organization are standardized with common ‘Set It and Forget It’ governance standards. Really, what this means is that there is now no longer a need to transfer important information like records or compliance documents to a totally separate repository. This approach to governance only ever worked with records that you didn’t need to use that often and created quite a significant challenge in terms of management for everything else. Active records obviously need to be available with their critical context intact — meaning in a way that allows you to retrieve all relevant documents and see all crucial tasks also quickly. Now, these types of records can be actively managed within the M-Files platform — which is really the most important advantage of all.
In the end, ‘Set It and Forget It’ governance is all about breaking down yet another data silo so that information can move freely across your organization for the first time. Rather than forcing your employees to use a number of different tools just to get work done — thus increasing the time it takes them to complete those important tasks to begin with — they should have access to absolutely everything they need, all under one roof.
But you also shouldn’t have to work very hard to get to this point — which is really what ‘Set It and Forget It’ governance is all about. It’s about making it easier to get the highest return from your IT spending and from your technological investment, not harder. You’ll still need to make sure that the business strategies that are driving your technology investments are carefully thought out, of course. You should never invest in a solution because you think you need to — it should be the right move to make given whatever you’re trying to accomplish at the moment.
Thankfully, “simple” has emerged as a recurring theme when it comes to businesses who are embracing cloud platforms and process standardization — and it absolutely could not have come at a better moment.