This is especially true in the areas of accessing relevant information. For most companies the process is ripe with errors and delays. This costs organizations in lost revenues and productivity. It exposes them to legal liabilities and fines. It also creates frustration for
system users.
Why does this happen? Simply stated, it is because most companies fail to properly utilize the automated metadata tagging features within SharePoint.
Data assets are made visible by creating and associating metadata (tagging) for each asset. The process can be done manually (document by document, user by user) or automatically based upon taxonomy structures and classifications created by the company.
There are many problems with manual metadata classification. Unfortunately, most organizations still use this outdated method. Some of the problems with manual metadata tagging include:
- User failure to tag the digital asset, making it difficult if not impossible to be found
- Inconsistent tagging amongst assets, creating a lack of organizational standards and making assets difficult to classify
- Lack of compliance with organizational records management policies
- Possible violations of Personally Identifiable Information (PII) and Protected Health Information (PHI) regulations
- It's more expensive and subject to individual frame of references, rather than institutional standards
Automated metadata tagging offers many distinct advantages:
- Search precision is greatly improved...digital assets are easier to find when needed
- It's easier to enforce records management and retention policies for business and regulatory purposes without relying on system users
- Documents are automatically tagged with records policy codes based upon the semantic content of the document...records are organized by concepts rather than specific keywords, making assets easier to retrieve when needed
- Metadata tagging rules are applied the same way all the time every time, regardless of user or data source...this consistency is vital for your records management system
- Short-term storage and long-term data preservation needs are done automatically
- Complete compliance with DoD Directives, HIPPA and JCAHO Data Privacy and Security Standards
- Address issues that cause problems and costs, including search/findability, data exposure events, SOX compliance, and record retention
- Start with the one issue or area causing the most "pain" to your business, and don't forget to consider regulatory and insurance compliance issues
By Juan Celaya
