Typically handling over 5,000 workflow transactions and 3,000 documents monthly, financial institutions, government agencies, and healthcare organizations are some of the sectors requiring stringent document and records management standards.
Their intensive workload often requires collaborating on document authoring, and as such, a key challenge for them is ensuring each data is appropriately classified, with only authorized collaborators working on them, to prevent unwanted access and oversharing exposures.
With 78% of respondents from the AIIM 2023 State of the Intelligent Information Management Industry reporting vast volumes of information flooding their organizations due to technology, building a trusted ecosystem that prevents over-privileged information access for such volumes of transactions becomes mission critical.
However, security is not the only concern — the experience must also ensure an optimal level of search efficiency so as not to hinder employee productivity.
Building Good Organizational Habits to Maintain Strong Data Governance
To maintain a healthy information management system, data classification processes must be improved consistently with day-to-day tagging of document attributes whenever files are uploaded into the organization repository. Over time, the proper tagging of enterprise records creates a culture of healthy documentation habits, which reduces the risk of over-privileged access to information.
With this practice, organizations can fully utilize their enterprise knowledge repository site to house documents with the appropriate set of user permissions – whether its read-only, with edit rights, or publishing rights.
Supporting Enterprise Collaboration and Knowledge-Sharing with Automation
In the modern digital workplace where content is king, it can be hard to maintain good information management habits with manual processes. With the rise of AI, information managers can now reduce the time and effort required to manage even the most complex of environments.
AvePoint Opus, an AI-powered document management solution, for example, helps organizations achieve information security on top of a SharePoint framework. AvePoint Opus can support different roles to ensure a holistic and consistent information management process.
Whether an HR manager is tasked to update the employee policy handbook, a Relationship Manager revising Know Your Customer (KYC) records, or an Admissions Records Manager updating key patient data, all these documents can be automatically classified to ensure only the authorized stakeholders have access to the appropriate data.
To further guarantee the security and fidelity of data classification, AvePoint’s Document Management System can automate data governance cycles by implementing a trusted approval process, where a mix of IT or business owners can oversee the data classification management.
This automation also allows company policies to be categorized and recognized, and in turn auto-recommended, for future similar records as they are ingested or created within the enterprise environment. This saves users time and effort in manually categorizing them as more documents build up in the context of their work.
Governance Without Compromising the Search Experience
Even with all the guardrails in place to protect organizational data, AvePoint Opus still allows all employees to search and reuse all the existing knowledge across team sites within their enterprise knowledge repository from a single search tool.
IT users are also free to define its customized set of metadata to refine the process of classification recommendations, which will in turn, aid employee document search refinement. This helps balance the security of data while enabling efficiency with how users find the information they need to work.
Lastly, AvePoint Opus also extends classification to the way they are filed via e-mail or from SharePoint sites to manage information sharing in a trusted way within and beyond your organization.
For more information on how you can level up your organization’s data governance with proven workflow automation that has worked for organizations in the FSI, healthcare, and public sector, reach out to us for a demo or enquire more with our solution consultants.