Can you find ALL your information? It’s okay, you’re not alone

Delivering services and programs to our communities also means producing a lot of content. I mean, A LOT. At some point, you will need to perform comprehensive searches to satisfy records requests, research decisions and purchases as well as interact with journalists or elected officials. You’ll also need to examine documentation before or during audits.

If you perform any of those tasks, you quickly realize just how much content we create and store, particularly as online storage has gotten cheaper and cheaper.

And, there’s another challenge – protecting confidential information. Or more specifically, finding it so you can secure it. The content we have stored over the years might contain information that we now have a legal responsibility to secure in a way we can protect better than a simple file on our networks.

Some of the longest days of my professional life revolved around trying to find information for records requests. In those days, it was paper and file shares. Now you might be searching file shares, SharePoint sites, email, documents in content repositories, intranets, extranets, websites, databases and even social media platforms.

All those places and all that scanned content means you need an enterprise search tool like Hyland Enterprise Search.

Findability

Imagine how much shorter those searches would be if you had:

  • Unified search tools for all stored electronic content

With Enterprise Search, you can find and search for whatever information you need using any device. That includes web-enabled smartphones and tablets. All content includes document images, scanned paper, TIFFs, files and emails.

One search for all that content saves hours of staff time. And you can search for text strings like Social Security numbers or other confidential information types to find the content you should be securing.

  • Tools that get results even if you don’t know where, what or how to search

This is a classic situation when you search old documents and programs you know nothing about and files that aren’t yours. And then there are all those search terms, syntax and Boolean operators. We didn’t intend to recreate needles in haystacks in the digital world, but somehow, we did.

With Hyland Enterprise Search, you have easy-to-use tools to help you find what you need, including natural language search options that allow you to use popular topics, locations, people and timelines. It will even return results despite misspelled search terms, inexact queries or document errors.

  • Insight tools

What if the relationship between content is important, furthers the research you are doing to fulfill a records request (notoriously vague) or makes it easier to understand a decision? With Enterprise Search, you can execute conversational searches that suggest best bets and related content. This allows you to drill down into areas that you might not have thought of when you started the search.

Hyland’s Enterprise Search has many benefits for government users including reducing the costs of searching for information and making searches faster and more productive. More information is also at the heart of better government decision-making. The prospect of finding that information quicker means your organization can truly leverage all the information you have even when you are short staffed or short of time. And finally, there are our new legal responsibilities around keeping sensitive data safe.

You can’t protect what you can’t find

With years of information stored everywhere, it’s difficult to find the many areas where we may have unsecured data. With a truly enterprise tool, you can find and secure data, removing the potential of liability and ensuring good stewardship of constituent data.

With real enterprise search, you get the increased power of your data without more staff, reducing costs and ensuring that you are meeting your responsibilities whether that is a records request, a security concern or simply leveraging the collective information to make better decisions for your constituents.

Terri Jones

Terri Jones

Wondering what goes into a document management or ECM software deployment in government? Terri Jones, Hyland's government marketing portfolio manager, has your answer. In her 10 plus years in both state and local government, she's managed IT departments, implemented ECM strategies and written legislation and program policies. If that isn't enough to prove her IT expertise in government, she has also designed and implemented data systems and websites to manage compliance and funding in excess of $90 million annually. Have a question for her? Contact her at terri.jones@onbase.com.

Leave a Reply

Your email address will not be published. Required fields are marked *

You may also like...