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Controlling Collaboration Sprawl: Digital Workplace Governance

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Controlling Collaboration Sprawl: Digital Workplace Governance - Overview

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CISO's understand that information governance is a key step for mitigating risk and improving end-user experience. But deciding what to retain is overwhelming because of the sheer amount of data involved. The best way to address this issue is to democratize lifecycle management. Move the lifecycle management decisions closer to the business and away from InfoSec and IT. Empower business users and business leaders and engage them often. The end goal is that any of the remaining files has a clear history of accountability as far as who retained that content and, more importantly, the business rationale explaining why it was retained.

For years, organizations have operated under the rule of “keep all data because storage is free.” With the rise in collaboration tools — such as Microsoft Teams, Zoom and Cisco Webex — and increased attention toward digital workplace initiatives, organizations are looking for ways to stop the data sprawl.

But being proactive does not mean deleting everything you don’t use. Knowing what should be deleted and what should be retained is a nearly impossible task, and yet IT and InfoSec often shoulder the responsibility of building one-size-fits-all information governance policies for their organizations.

IT and security stakeholders understand that information governance — including lifecycle management and records management — is a key step for both mitigating risk and improving end-user experience; people shouldn’t have to sort through decades of context and content when searching for information. But deciding what to retain is overwhelming because of the sheer amount of data involved, and one-size-fits-all policies do not work.

The best way to address the source of the problem is to democratize lifecycle management. Move the lifecycle management decisions closer to the business and away from InfoSec and IT. Empower business users and business leaders — the people who are closest to the content and collaboration and have lifecycle management training, tools and support — and engage them often.