Digital Content Lifecycle

For businesses to gain tangible value out of the rising tide of Digital Transformation they need to think about the entire Content lifecycle in their organisations. In many cases the use of paper in an organisation is predicated on the fact that humans need to view and make decisions on the information captured on the document.

Digital Transformation provides the opportunity to look critically at these business processes and using the disruptive power of digital to transform these for better efficiency and a competitive business advantage. The Digital Content lifecycle shown below is a view of how business should think about the various stages of the Digital Document.

The most critical part of any Digital Transformation is the Origination process. Origination can happen in pure digital form, or content can be obtained through a process that starts out through paper and is digitalised through a Scan and OCR process.

Following Origination, the ability to secure a document is critical. This can take on many forms from encryption to rights management and distributed protection. In addition, a document may need to be signed and guided through a set of workflows as it moves through the business process.

Once content has been produced there should be contextual relationships created to link it to other related content for context and further enrichment. In the Digital business today, massive benefits can be gained by organisations that can make sense of the huge amount of data they have, helping make better decisions through insight.

Storing, Retrieving and Using your content is critical to any business process, but doing so in a digital form provides an organisation with many benefits. Data can be accessed and worked with in real time from almost any device, greatly improving the business efficiency. In addition to this if content is stored securely digitally it greatly reduces the risk of having a single original physical version of a document, making compliance and risk far more manageable.

Archiving of Digital documents is both far more efficient and cost effective. With the advent of cheaper storage, archiving information is possible at a cost that is constantly dropping and includes security, redundancy and compliance built into the digital archiving platform.

Lastly, one thing that is top of mind of many compliance and risk offices in organisations, especially now with regulations like GDPR becoming implemented in many parts of the world, is the retention and ultimately the destruction of content. Having a well implemented digital content lifecycle will enable organisations to make informed decisions on when to destroy their content and fully understand the implications of the destruction.