One of the most significant information management challenges facing corporations today is the problem with shared drives. At many organizations, the shared drive is the “go-to” location for storing electronic files. And the larger the organization, the more shared drives there are – each of them a siloed repository that precludes the kind of information-sharing that’s the basis for cross-departmental collaboration.
We all know how it works. Users save both work-in-progress and final versions of their documents to the shared drive, even when alternative repositories are available, with better security. It’s how you find sensitive and high-risk data like PII, PHI, and PCI making its way to drives that are accessible to unauthorized users—and potentially to bad actors, too. It’s also how networks become overloaded with content that’s either orphaned, or redundant, obsolete, and trivial (ROT).
With as much as 20 to 30 years’ worth of unstructured data stored on those drives, businesses are starting to recognize both the cost and the risk that this content presents to an organization.
How can you address the shared drive problem? One of the most effective approaches is to migrate content from shared drives to Microsoft SharePoint. Doculabs offers a methodology that puts in place a sound foundation for SharePoint success – a methodology that involves a combination of process redesign, information architecture, information lifecycle governance, and agile SharePoint development practices.
We’ve helped a number of organizations successfully migrate gigabytes, terabytes, and even petabytes of documents and other unstructured content off of shared drives and onto document management systems, while also checking the access controls assigned to that content. Finally, we also work with organizations to put in place policies and procedures to ensure that content is stored in the appropriate repositories, moving forward.
The result is improved operational efficiency; significant reduction in IT, legal, and compliance costs; and, ultimately, better practices around records management and information management that greatly reduce risk for your organization.