The most popular and comprehensive Open Source ECM platform
By Dick Weisinger
Many companies are facing a problem of exploding growth of unstructured data in their their email and file systems with no clear path on how to get it under control. Compared to raw file data, emails already contain some built-in metadata which makes their archival easier. Raw file archiving can be much trickier. Some metadata might be inferred from the directory naming hierarchy where files are stored, but there is usually no enforcement in the naming of files or directories.
Good metadata is key for not only being able to accurately search and retrieve data, but also for being able to set up security and archiving rules for that data. Because most structured data in files have few if any associated metadata, creating a good archive based on files captured from company file servers can be a near impossible problem. Files stored on file servers is usually done in an ad hoc way with usually with no policy in place for where to put the files, how to name them,or how to version them.
Compliance and eDiscovery are driving more companies to find ways to archive enterprise data. There are additional cost savings too for moving files and emails from higher cost production machine file servers onto cheaper media options.
Many companies see low price-point products like Open Source Alfresco and Microsoft SharePoint as an answer to file storage and retrieval requirements. These products can provide excellent access and search capabilities across unstructured files. And as part of the management of data, these products are well suited for capturing meta data.