FAQs Archive - IIM – Intelligent Information Management

Q: How can we improve our ECM strategy to align with our business goals?

What are your business goals? Many of our clients focus on three critical objectives: compliance, security, and efficiency. While it is essential to manage documents and records effectively to meet compliance and security standards, enhancing the efficiency of knowledge workers is equally vital. By streamlining processes and improving content management, organizations can significantly reduce the time spent searching for information. This not only empowers employees to be more productive but also lays the groundwork for advanced capabilities such as enhanced search functionalities, process automation, and harnessing AI for knowledge extraction. Investing in efficiency isn't just an operational improvement—it's a strategic advantage that drives innovation and growth while ensuring your organization remains compliant and secure. Don't let inefficiencies hold your team back; prioritize a system that supports all three goals for sustainable success.

Q: How do we prevent information sprawl in MS Teams?

One key reason for information sprawl in M365 is that users struggle to locate the data they need, prompting them to create their own copies in separate containers, OneDrive, and Teams. When information is replicated across these different applications, new versions are generated continuously, leading to an accumulation of duplicate data. This scenario often escalates to terabytes of information, making it increasingly challenging to find anything relevant. Furthermore, the problem worsens when tools like Co-Pilot consume this scattered data, resulting in skewed responses. To effectively combat sprawl, it's essential to address the root cause by establishing a solid information architecture that organizes and houses the data. Additionally, implementing process controls is vital to ensure that containers are properly managed throughout their creation, usage, and disposition phases.

Q: What are the best practices for migrating our documents to M365?

Migration should never be a simple lift-and-shift, as M365 containers differ significantly from those of other systems. It is crucial to establish an information architecture that is both flexible and robust, enabling it to evolve alongside the organization, prior to migration. This approach ensures that data is effectively integrated into the information architecture, accompanied by appropriate metadata enrichment.

Q: How can we ensure data security in our content management?

Security is a complex issue that encompasses various endpoints across the network and the controls established around them. When focusing on data security in content management, two primary channels should be considered. First, managing data permissions can be challenging without a well-defined information architecture. Effective container management is essential to minimize over-sharing, which necessitates a connection between the container and an easily manageable information architecture, along with a structured process for permission audits. Once permissions are properly managed, applying sensitivity labels can provide an additional layer of control for data that is sensitive, confidential, or critical to the organization. However, a systematic approach is required to ensure that sensitivity labels are consistently and accurately applied to the data.

Q: What steps can we take to enhance user adoption of M365 tools?

A significant issue with generic training is that it tends to focus on technology, leading to technology fatigue among users while failing to address their primary concern: "Where is my data?" To tackle this, we adopt a philosophy of customized training materials, focusing on the specific data architecture and strategy implemented within the organization. This approach trains users on how to effectively adhere to and maintain a system tailored to their needs.

Q: How much ROT are there on M365 collaboration platforms?

Traditionally, the data published in the industry has shown that ROT accounts for about 30%, with recent figures increasing to as high as 50%. In our practice, we have consistently achieved a removal rate of 30% to 50% of ROT during our engagement efforts.

FAQs

How can we improve our ECM strategy to align with our business goals?

How do we prevent information sprawl in MS Teams?

What are the best practices for migrating our documents to M365?

How can we ensure data security in our content management?

What steps can we take to enhance user adoption of M365 tools?

How much ROT are there on M365 collaboration platforms?

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