Blog > January 2021 > How to Leverage Automation for Content Management and Compliance

How to Leverage Automation for Content Management and Compliance

Records management professionals have more on their plates than ever before. They must not only manage the exponential growth of data alongside increasingly strict regulations, but they must also reimagine their workflow and systems. In highly regulated industries, managing records and maintaining compliance may feel like a juggling act.

The Content and Compliance Landscape

Privacy regulations across the globe have continue to develop aggressively since the introduction of the General Data Protection Regulation (GDPR) 2 years ago. Last year the California Consumer Privacy Act (CCPA) was passed almost unopposed and appears to just the first step in California’s privacy journey. Meanwhile, more than 20 states have followed suit, introducing draft laws, some of which exceed the CCPA in scope.

Simultaneously, people are creating 2.5 quintillion bytes of data every day, according to IBM. And according to research from AIIM, more than 60% of corporate data is unstructured, and a growing amount of that unstructured data is in the form of non-traditional “records,” like text and social media messages, audio files, video and images. Regardless of the format or volume of content, enterprises need to comply with the numerous regulations for how it should be used, stored or destroyed. But how? Who has the time, the tools or the visibility?

Leveraging Automation in Data Governance

Many large, highly regulated organizations are turning to automation to improve their content management and compliance efforts. Across industries, companies are increasing investments in machine learning (ML), robotic process automation (RPA) and artificial intelligence (AI) to make data governance more agile – and automated. Automation empowers organizations to respond to the growing needs for security and compliance, as well as process improvements that can enhance company performance and efficiency. Leveraging automation for governance doesn’t just support compliance efforts; it also translates directly to the bottom line.

Use Case: Private U.S. University Automates Content Services

One of the United States’ top 10 private universities has already put automation to use and seen the benefits. Each month, the university generated 80,000 invoices and had to process all the paper invoices manually. On top of this manual burden, university invoicing, grants and contracts were subject to stringent federal compliance rules. In an increasingly paperless world, the school and its health system needed to automate.

Working with ASG Mobius Content Services (Mobius), the university successfully reengineered and automated its workflow to eliminate paper invoicing, automatically extract critical invoice data from the document image and feed extracted data into their SAP system for immediate access and automation. The result? The school optimized staffing and reallocated its resources to support the university’s mission of education, research and patient care.

Three Best Practices to Leverage Automation for Your Records Management

Looking to achieve the same results as the U.S. university? There are three best practices to take advantage of automation and boost records management and compliance:

  1. Identify where automation can help. AI and RPA can seem futuristic, but they are already applicable and available for today. Organizations must start by understanding the current processes in play and identifying which are good candidates for automation.
  2. Automate gaps where automation has not been applied. Many organizations adopted process automation to support specific workflows or isolated departmental duties. However, at the same time, many key business activities still require manual data entry. Organizations can replicate the automation technologies from one area to these other applications.
  3. Adopt continuous auditing and analytics. Information must be governed throughout its entire lifecycle. Organizations should avoid projects that are executed in siloes. Instead, they can use continuous auditing and analytics to monitor and improve compliance, enhance efficiency and reduce the need for one-off cleanup efforts.

Next Steps

Records management, process automation and compliance are all on the rise, and organizations must use a holistic approach to success. Looking for partners and providers with the right mix of expertise, capabilities and vision will allow organizations to maximize their efforts.

Learn more about how companies use ASG Mobius to balance records management and compliance here, or by reading the full case study, Private U.S. University Automated Invoice Processing with ASG Mobius. For more information on leveraging automation for content management and compliance, explore this AIIM whitepaper.