Despite the elevated visibility metadata has received because of the NSA’s collection and tracking of phone data, the value and importance of metadata is still one of the most underrated aspects of IT today. For many companies, metadata continues to be an afterthought, particularly where enterprise content management (ECM) is concerned. As a result, many of them are missing out on the myriad business benefits that proper metadata management offers.
In past blog posts, we’ve talked about the value and importance metadata delivers for a faster and more efficient way to search for and locate information, the benefits it provides for securing confidential content and how it can be leveraged for maximizing workflow management and business process efficiencies. In addition to these core benefits metadata delivers in the context of enterprise content management, it also enables companies to more effectively manage the entire lifecycle of vital documents and records as well as control exactly where information resides within the enterprise.
Control Where Content “Lives” and When it “Dies” with Metadata-driven Data Replication and Archiving
In M-Files, the replication process can be metadata-driven, which means that the content repository can be dynamically assigned based on the content properties. For instance, certain documents might be replicated to a cloud-based vault for publishing, or accounting records that over ten years old can be automatically moved from active repository to a passive archive.
Data Replication and Archiving Use Cases
An almost limitless number of scenarios are possible that leverage metadata to control what information is actually being processed and how. For instance, the following are just some of the additional data replication and archiving use cases that are enabled with the M-Files metadata-driven architecture.
- Cloud backup of an on-premise repository, or vice versa, (i.e., on-premise backup of a cloud repository), which provides robust and instantaneous disaster recovery.
- Data replication between two or more sites, such as a corporate entity and its subsidiaries, or a business with distributed sales offices or retail outlets.
- Publishing of select content from a corporate on-premise repository to a cloud-based project vault accessible by external partners, vendors or clients. In this scenario, a business can efficiently provide clients and partners with up-to-date price lists, product descriptions, brochures, and other material from the publishing vault at all times, while still maintaining a tightly controlled central document repository.
- Moving content and information from an active repository to an archive repository for long-term retention. This example addresses demanding records management requirements, as well as those associated with regulatory compliance.
- Collecting information from multiple distributed repositories into one centralized enterprise repository. This use case is common in master data management (MDM) and environments with multiple contractors, vendors or partners working on separate but related systems or projects.
Read more about the vital role metadata plays a company’s enterprise content management strategy in the M-Files white paper, Metadata: The Foundation for Next Generation Enterprise Content Management.
Latest posts by Mika Javanainen (see all)
- Sink or Swim: Managing the Growing Flood of Dark Data with EIM - September 13, 2016
- M-Files 2015.2: Collaboration and Mobility Enhancements Take Center Stage - April 13, 2016
- What You Need to Know about Encryption in M-Files - March 2, 2016