Since we began working with the London Organising Committee of the Olympic Games (LOCOG) to archive their secure Sharepoint site, we’ve been fielding an increasing number of questions about how and why you should archive Sharepoint.
Sharepoint is one of the most commonly used collaborative workspace applications in the market; reckoned by some oberservers to be in use at more than two thirds of Fortune 500 companies. With nearly 50 million copies sold since 2006, it has become a backbone of the corporate intranet.
Whilst we’ve talked before about how we go about archiving Sharepoint sites, it’s just as important to consider why some customers have taken Sharepoint archiving so seriously.
1. It’s your company ‘operating system’. One of the benefits of using Sharepoint is that it encourages collaborative working, creativity and communication within the enterprise. It can, in effect, become the operating system of your organisation. Unfortunately, the very ease with which it can be picked up and put down encourages a relaxed attitude to information governance. How much of that information is really available for re-use, how much of it is stored or archived in a systematic way and how much of it could be walking out the door?
2. Loss could be catastrophic. We know of organisations that are literallly overwhelmed by the number of Sharepoint sites that they’ve established over the years; in some cases running into the tens of thousands. The result is an ongoing struggle to maintain a measure of organisation among the creative chaos. Whilst most organisations are meticulous in maintaining, archiving and protecting company records, the same cannot be said for what are the equally valuable contributions and collaborations that take place on Sharepoint.
3. Legal defensibility. People have an increasingly relaxed attitude to sharing information online, particularly in a closed-wall environment, like an intranet. That doesn’t mean that courts have a similarly relaxed attitude to producing legally defensible evidence for IP infringement or employee litigation.
We cannot and would not want to put the genie back in the bottle and go back to a time before intranets and web-based collaborative tools, but we can recognise that we live in a world with a relaxed attitude to sharing online, where information is valuable to our competitors and where information governance has to be taken seriously. Sharepoint and other, similar, tools offer significant productivity benefits, but an increasing number of organisations are becoming alert to the need to become more structured in the way they deal with the preservation of the valuable information they contain.
If you’d like to find out more about archiving Sharepoint and other collaborative workspaces, wikis and intranets, don’t hesitate to get in contact with us at Hanzo Archives.