Content federation and in-place records management for the modern enterprise

What is content federation?

While most CIOs recognize the importance of creating a robust enterprise content management strategy, the pressures of diverse timelines, departmental needs and existing technology investments can make this goal elusive. However, adopting a unified approach is essential.

A true enterprise-wide content management strategy addresses the following key features:

• Federated search: Search various repositories and business systems throughout the enterprise from a single interface


• Federated security and access: Simplify access management across all repositories without duplicating efforts


• Actionable content: Enable users to act on all content seamlessly, regardless of where it is stored

Instead of requiring documents to be moved to a central repository, content federation enables users to find, access and act on content, whether it resides in a file share, SharePoint, a document management system or a specialized business system. This innovative approach simplifies access, streamlines workflows, reduces duplication, and doesn’t require user actions or tasks.

What is in-place records management?

In-place records management builds on content federation to enable organizations to manage records within their existing location, eliminating the need to move content to a central repository. Instead, in-place records management applies retention and records management policies and practices directly to the content in its native environment. This innovative approach eliminates complicated and expensive migration while simplifying information access and lifecycle management.

In-place vs. out-of-place records management

Traditionally, organizations relied on out-of-place records management, where documents were moved to a separate archival system for retention and records management and long-term preservation. This often involved cumbersome processes, complex integrations, and potentially both data duplication and loss. By contrast, in-place records management offers a more agile and efficient way to manage information by:

• Reducing complexity: No need for costly and time-consuming migrations


• Improving accessibility: Users can access records within their familiar working environments


• Enhancing collaboration: Content remains readily available for those who need it


• Minimizing risk: Reduces the chance of data loss or corruption during migration

Challenges faced by modern businesses

Modern businesses face a complex information landscape shaped by two key factors:

Content created and stored within varied systems

Information today resides in a myriad of locations:

• File shares


• SharePoint sites


• Business systems (ERPs, CRMs)


• Departmental document management systems (DMS)


• Enterprise content management (ECM) platforms

This diversity makes it challenging to locate, manage and secure information effectively.

Content created by multiple departments and for varied business uses

Departments often adopt specific solutions tailored to their needs. HR prioritizes HR systems, while business units opt for solutions focused on procurement, supply chain or salesforce management. This decentralized approach leads to:

• Information silos: Critical business information becomes scattered across disparate systems


• Lack of standardization: Inconsistencies in how content is classified and managed


• Difficulty in finding information: Employees struggle to locate the right documents when needed

These challenges lead to significant problems for organizations, including content fragmentation, which leads to:

• Difficulty finding relevant documents: Searching for information becomes a time-consuming and frustrating task


• Versioning issues: Multiple versions of the same document can lead to confusion and errors


• Increased risk of errors: Working with outdated or inaccurate information can have serious consequences

Proving regulatory compliance can also prove difficult. With content residing in multiple locations, ensuring compliance with industry regulations and legal requirements becomes increasingly complex and error-prone. Audits become a nightmare, and the risk of non-compliance penalties rises.

When and why is information governance important?

Information governance is crucial for:

• Highly regulated industries: Organizations in healthcare, finance and government are subject to stringent regulations regarding data retention, privacy and security.


• Business best practices: Sound information governance protects valuable intellectual property, mitigates risk and promotes operational efficiency.

Effective information governance ensures the proper protection and disposal of critical information throughout its lifecycle. However, achieving this is challenging in a fragmented information environment.

3 methods to achieve better information governance

1. Information migration

Migrating all content to a single repository can address fragmentation. However, this approach is often:

• Complex: Requires careful planning, significant resources and potential downtime.


• Expensive: Migration projects can be costly and may involve software licenses, hardware upgrades and consultant fees.

2. Utilizing SharePoint across the whole organization

Standardizing on SharePoint can simplify IT management. However:

• SharePoint does not scale well: Performance can degrade with large volumes of data and users.


• SharePoint lacks robust federation capabilities: Integrating with external repositories requires additional tools and integrations.

3. Content federation and in-place records management

This modern approach offers a more effective solution:

• Leave content in its native repository: Take advantage of content stored in various content repositories and business systems without the need for disruptive migrations.


• Federate content from various sources: A modern ECM solution can connect to different repositories and business systems to provide a unified view of information.

The benefits of federation and in-place records management

Easier ensuring of regulatory compliance

• Breaks down information silos: Provides a centralized view of all content across the enterprise.


• Enables automation: Automates the application of retention policies and ensures compliance.

Extending governance across the enterprise

• Comprehensive view of content: Federation provides a single pane of glass to manage and act on information across the organization.


• Consistent governance: Apply standardized policies and procedures to all content, regardless of location.

Hyland, federation and in-place records management capabilities

Hyland's platform is purpose-built for in-place records management. It offers:

• Extensive integrations: Connects with over 60 content repositories and business applications


• In-place management: Manages records without the need for migration


• Compliance standards: Supports various compliance requirements


• Automation: Automates records declaration, filing, data extraction and other workflow tasks


• Federation: Manages content in place or migrates it as needed


• Flexible security: Provides granular security classifications and role-based access control for federated content from a single administrative interface


• Integrated platform: Combines process, content, and governance capabilities


• Media records: Supports all file types, including rich media

By embracing federation and in-place records management, organizations can effectively address the challenges of today's information landscape, improve compliance and unlock the full value of their information assets.

Learn more about Hyland's content federation solution