Information management and governance
Information management and governance are central to managing an organization's content and ensuring company data is stored and managed securely while maintaining compliance. Here, explore guides, tips and expert insights to properly manage company information.
Top Stories
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Tip
26 Mar 2024
8 top enterprise search engines
Whether an organization wants to improve its internal or external search strategies, an enterprise search engine can help users find information and protect data more easily. Continue Reading
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Feature
15 Mar 2024
The importance of ethics in information management
Advancements in data collection and processing may tempt information management professionals to use as much customer data as possible. Yet, more data use means less privacy. Continue Reading
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Definition
13 Mar 2024
information governance
Information governance is a holistic approach to managing corporate information by implementing processes, roles, controls and metrics that treat information as a valuable business asset. Continue Reading
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Definition
12 Mar 2024
Microsoft Power BI
Microsoft Power BI is a business intelligence (BI) platform that provides nontechnical business users with tools for aggregating, analyzing, visualizing and sharing data. Continue Reading
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Definition
06 Mar 2024
web content management system (WCMS)
A web content management system (WCMS) is a type of content management system (CMS) that provides an organization with a way to manage digital information on a website through creating and maintaining content without prior knowledge of web programming or markup languages. Continue Reading
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Definition
18 Jan 2024
semantic network (knowledge graph)
A semantic network is a knowledge structure that depicts how concepts are related to one another and how they interconnect. Continue Reading
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Tip
11 Jan 2024
Best practices to create accessible documents
Anyone who creates content can make documents accessible for people who use assistive technologies. These best practices lay out how to ensure content is accessible. Continue Reading
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Tip
28 Dec 2023
5 examples of records management
Examples of records management vary by types of records, such as front- and back-office records, and processes, such as retention schedule management and records disposal. Continue Reading
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Definition
18 Dec 2023
California Consumer Privacy Act (CCPA)
The California Consumer Privacy Act (CCPA) is legislation in the state of California that supports an individual's right to control their own personally identifiable information (PII). Continue Reading
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Answer
12 Dec 2023
Why are accessible documents important?
Accessible documents can reach broader audiences, improve users' experiences and ensure compliance with local regulations. This simple strategy can greatly benefit businesses. Continue Reading
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Tip
07 Dec 2023
Digital accessibility standards to note
Business leaders must understand the benefits of creating an accessible digital experience. Learn more about the digital accessibility standards laid out by the W3C and ADA. Continue Reading
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Tip
05 Dec 2023
How to create accessible PDF documents
If businesses create accessible PDF documents, they can reach more customers and expand their business opportunities. Learn how to create and ensure all documents are accessible. Continue Reading
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Feature
30 Nov 2023
Records vs. document management: What's the difference?
Records and document management both help organizations share and use files, but these strategies have different goals, information, processes and systems. Continue Reading
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Definition
28 Nov 2023
data sovereignty
Data sovereignty is the concept that information that has been generated, processed, converted and stored in binary digital form is subject to the laws of the country in which it was generated. Continue Reading
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Tip
21 Nov 2023
6 best practices for a records management strategy
A records management strategy can boost efficiency and reduce compliance risk. To create this strategy, organizations must first identify business and legal requirements. Continue Reading
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Feature
16 Nov 2023
Ensuring collaboration tool compliance and governance
Collaboration tool compliance and governance have grown increasingly complex as organizations adopt cloud-based tools that generate different types of content and data. Continue Reading
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Tip
09 Nov 2023
Checklist to create accessible Word documents
To better support employees and reach more customers, content teams should use this checklist to create accessible Word documents and learn key tips about alt text and font styles. Continue Reading
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Tip
19 Oct 2023
How to build a content governance model
With a proper content governance model, organizations can improve their content marketing efforts, benefit their SEO rankings and reach larger audiences. Continue Reading
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News
11 Oct 2023
New Box Hubs uses AI to curate content, target users
The vendor adds a new internal publishing system to its stable of content management tools. It enables users to curate and publish select content within an organization. Continue Reading
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News
10 Oct 2023
OpenText's Aviator AI services 10 years in the making
OpenText's AI services for content, operations, DevOps, security and digital experience represent a blend of homegrown, acquired and licensed technologies. Continue Reading
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Tip
10 Oct 2023
How to remove digital signatures from a PDF
Digital signatures let organizations execute and secure agreements, but users can remove them if they need to reformat documents or protect signers' privacy. Continue Reading
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Answer
27 Sep 2023
Who owns AI-generated content?
Ownership of AI-generated content currently lacks clear, regulatory guidelines. With deepfakes and voice cloning on the rise, businesses must learn how to handle this content. Continue Reading
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Tip
25 Sep 2023
How to add digital signatures to a PDF
Organizations use digital signatures to secure agreements. Common document applications, such as Adobe Acrobat and macOS Preview, let users quickly add digital signatures to PDFs. Continue Reading
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Tip
24 Aug 2023
How do digital signatures work?
Digital signatures add a level of security to online agreements, which can prevent bad actors from impersonating other individuals or tampering with sensitive contracts. Continue Reading
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Definition
18 Aug 2023
Electronic Discovery Reference Model (EDRM)
The Electronic Discovery Reference Model (EDRM) is a conceptual framework that outlines activities for the recovery and discovery of digital data. Continue Reading
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Answer
10 Aug 2023
Is AI-generated content copyrighted?
The current legal landscape surrounding AI-generated content is murky and fraught with confusion. Here's where it currently stands and what to know before publishing. Continue Reading
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Definition
08 Aug 2023
dimension
In data warehousing, a dimension is a collection of reference information that supports a measurable event, such as a customer transaction. Continue Reading
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Answer
02 Aug 2023
Will AI-generated content affect SEO best practices?
Content marketers that want to embrace AI-generated content should know how the technology affects SEO best practices and new guidelines on AI tools from major search engines. Continue Reading
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News
27 Jul 2023
Box unveils plugin for Microsoft Copilot, tighter integration
The new integration lets joint customers use the tech giant's generative AI assistant to collaborate quicker with shared content summarization and querying. Continue Reading
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Definition
05 Jul 2023
records retention schedule
A records retention schedule is a policy that defines how long paper and electronic content must be kept and provides disposal guidelines for how those items should be discarded. Continue Reading
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Definition
30 Jun 2023
records management
Records management is the supervision and administration of digital or paper records, regardless of format. Continue Reading
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Definition
23 May 2023
information rights management (IRM)
Information rights management (IRM) is a discipline that involves managing, controlling and securing content from unwanted access. Continue Reading
- Definition 16 May 2023
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Definition
12 May 2023
Dublin Core
Dublin Core is an international metadata standard formally known as the Dublin Core Metadata Element Set and includes 15 metadata (data that describes data) terms. Continue Reading
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Definition
01 May 2023
compliance framework
A compliance framework is a structured set of guidelines that details an organization's processes for maintaining accordance with established regulations, specifications or legislation. Continue Reading
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Definition
22 Mar 2023
leadership
Leadership is the ability of an individual or a group of people to influence and guide followers or members of an organization, society or team. Continue Reading
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Definition
14 Mar 2023
transcription error
A transcription error is a type of data entry error commonly made by human operators or by optical character recognition (OCR) programs. Continue Reading
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Definition
13 Mar 2023
e-signature (electronic signature)
An e-signature (electronic signature) is a digital version of a traditional pen and ink signature. Continue Reading
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Definition
10 Feb 2023
Big 4
The Big 4 are the four largest international accounting and professional services firms. Continue Reading
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Definition
08 Feb 2023
takedown request
A takedown request, also called a DMCA takedown or a notice and take down request, is a procedure for asking an internet service provider (ISP) or search engine to remove or disable access to illegal, irrelevant or outdated information. Continue Reading
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Definition
20 Jan 2023
image metadata
Image metadata is text information pertaining to an image file that is embedded into the file or saved to a separate file that is associated with the image file. Continue Reading
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Definition
22 Dec 2022
fully qualified domain name (FQDN)
A fully qualified domain name (FQDN) is the complete address of an internet host or computer. Continue Reading
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Definition
30 Nov 2022
content sprawl
Content sprawl is a condition of an organization's content assets in which proliferation and unmanaged growth have led to an unwieldy mass that is difficult to manage. Continue Reading
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Definition
23 Nov 2022
transparency
Transparency is the quality of being easily seen through, while transparency in a business or governance context refers to being open and honest. Continue Reading
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Definition
21 Nov 2022
Adobe Sign
Adobe Sign is a cloud-based service that lets an individual or organization send, secure, track and manage e-signature processes. Continue Reading
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Tip
15 Nov 2022
8 free SEO keyword research tools to explore
SEO keyword research tools can help marketing teams create the content their audiences want to see. Free tools include Google Search Console, Keyword Surfer and Semrush. Continue Reading
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Definition
13 Oct 2022
Secure File Transfer Protocol (SSH File Transfer Protocol)
SFTP is a term that refers to either Secure File Transfer Protocol or SSH File Transfer Protocol, and is a computing network protocol for accessing and managing files on remote systems. Continue Reading
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Definition
22 Sep 2022
electronic data processing (EDP)
Electronic data processing (EDP) refers to the gathering of data using electronic devices, such as computers, servers or calculators. Continue Reading
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Tip
01 Sep 2022
How to create an e-commerce content strategy to improve sales
A content strategy that includes headless CMS, useful product information and visuals can draw the customer's focus to your product and improve your sales. Continue Reading
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Tip
01 Sep 2022
5 paperless office software tools to consider
With seemingly endless options to choose from, picking the right paperless office software tool starts with understanding what options are available. Continue Reading
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Tip
09 Aug 2022
Top 6 e-signature software providers in 2022
E-signature software can reduce paper costs and improve productivity across departments. Organizations can explore the following six software options to fit their business needs. Continue Reading
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Definition
05 Aug 2022
leadership skills
Leadership skills are the strengths and abilities individuals demonstrate that help to oversee processes, guide initiatives and steer their employees toward the achievement of goals. Continue Reading
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Tip
28 Jul 2022
How to build a successful paperless office strategy
Shifting an organization to be a paperless office starts with finding the right tools to digitize content and establishing the strategy and processes that promote staff buy-in. Continue Reading
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Answer
22 Jul 2022
What are the pros and cons of electronic signatures?
Electronic signatures are quick, secure and can support hybrid and distributed workforces, but not everyone trusts or has access to e-signature technology. Continue Reading
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Answer
14 Jul 2022
How do electronic signatures vs. digital signatures differ?
Many people think e-signature and digital signature are interchangeable terms, but an electronic signature differs from a digital one in critical ways. Continue Reading
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Quiz
30 Jun 2022
Quiz: Test your knowledge of information governance best practices
As strict privacy laws challenge organizations, information governance is the answer. This quiz can help business leaders test their knowledge of information governance basics. Continue Reading
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Definition
29 Jun 2022
virtual asset
A virtual asset is a digital representation of an item that has value in a specific environment. Continue Reading
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Tip
08 Jun 2022
Explore the benefits and challenges of paperless offices
While transitioning to a paperless office can be costly, the benefits of paperless are enough to justify the cost for most organizations. Continue Reading
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Feature
07 Jun 2022
The splinternet explained: Everything you need to know
As more countries start filtering content, the splinternet continues to grow. The splinternet can lead to disinformation, global separation and government control. Continue Reading
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Feature
25 May 2022
The history and evolution of the paperless office
From the advent of word processors to full-time remote work, the history of paperless offices reflects major technological innovations across the past four decades. Continue Reading
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Definition
23 May 2022
litigation hold (legal hold, preservation order or hold order)
A litigation hold -- also known as legal hold, preservation order or hold order -- is an internal process that an organization undergoes to preserve all data that might relate to a legal action involving the organization. Continue Reading
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Answer
10 May 2022
Where do Zoom recordings go? How to find saved recordings
Zoom meeting recordings are saved and stored on your desktop or the Zoom cloud. But your organization may have security rules that restrict meeting recordings. Continue Reading
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Answer
10 May 2022
Are electronic signatures legally binding?
In 2020, remote work fast-tracked many digital initiatives, including electronically signing legal documents. But e-signatures' legal background goes beyond the pandemic. Continue Reading
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Tip
29 Apr 2022
6 information governance best practices
An information governance plan ensures that an organization's content lifecycle meets compliance and business needs. Best practices can help organizations craft an effective plan. Continue Reading
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Tip
20 Apr 2022
5 examples of document version control
Document version control can help organizations improve their content management strategies if they choose the right approach, like labeling copies and purging old drafts. Continue Reading
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Tip
14 Apr 2022
How remote work affects information governance
As many teams still work remotely, organizations may struggle to manage content. Information governance teams should revisit their policies to ensure proper access and security. Continue Reading
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Tip
29 Mar 2022
Why is document version control important?
Although best practices have changed, many organizations lack a suitable versioning strategy. Proper document version control can improve collaboration and fact-checking. Continue Reading
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Tip
09 Mar 2022
How to check and verify file integrity
Organizations planning content migrations should verify file integrity and ensure files weren't corrupted in the move. File validation can keep critical data secure. Continue Reading
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Tip
07 Mar 2022
6 enterprise content management best practices for deployment
A successful ECM deployment requires planning. Content managers should consider their organization's content lifecycle, security and compliance needs before deployment. Continue Reading
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Definition
07 Oct 2021
paperless office
The paperless office is an umbrella term for business practices that improve the workplace by reducing reliance on paper. Continue Reading
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News
08 Sep 2021
Acquia acquires Widen digital asset management
DAM is an old idea making a big comeback for marketing teams trafficking in online video. Acquia adds the Widen DAM to its digital experience platform. Continue Reading
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Tip
04 Aug 2021
12 advantages and disadvantages of video conferencing
Remote work necessitates technological advances such as innovations in video conferencing software. Consider the business benefits and challenges of these tools. Continue Reading
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Tip
03 Jun 2021
Is it legal to record virtual meetings and video conferences?
Yes, it is legal to record virtual meetings. But, for ethical or legal reasons, remote workers shouldn't record them all. Learn when recording is and isn't appropriate. Continue Reading
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Definition
11 Jan 2021
enterprise document management (EDM)
Enterprise document management (EDM) is a strategy for overseeing an organization's paper and electronic documents so they can be easily retrieved in the event of a compliance audit or subpoena. Continue Reading
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Feature
25 Nov 2020
Compare information governance vs. records management
Information governance focuses on the framework a business must follow for managing information, while records management focuses on the lifecycle of digital and physical records. Continue Reading
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Feature
30 Oct 2020
How to navigate video conference recording privacy
Video conferences are convenient for companies whose employees are working remotely due to COVID-19, but now they must determine how to deal with recording and privacy concerns. Continue Reading
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Answer
30 Sep 2020
What is information management vs. knowledge management?
There are some subtle differences between information management and knowledge management -- one focuses on processes while the other focuses on people. Continue Reading
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Tip
31 Jul 2020
8 electronic signature best practices to build in to your workflow
Some tips to think about when creating an e-signing process include cataloging documents requiring signatures, building user stories and determining necessary software features. Continue Reading
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Tip
28 Jul 2020
What the CCPA means for content security
Now that the CCPA is in full effect, businesses must adjust their processes to better protect content. Organizations should prioritize security to avoid fines. Continue Reading
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Tip
30 Jun 2020
Microsoft products address digital workplace security
Microsoft is enhancing products with additional features to address content security, enabling businesses to minimize risks while employees continue to work at home. Continue Reading
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Answer
19 Jun 2020
How do AI tools such as Box Shield enhance content security?
Programs such as Box Shield use machine learning to better secure content, as it monitors existing content continually to learn about new cybersecurity threats over time. Continue Reading
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News
19 May 2020
Microsoft buys Softomotive to boost Power Platform RPA
Microsoft's acquisition of Softomotive gives Power Automate users a low-code RPA system to build bots for Windows-based tasks. Continue Reading
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Tip
29 Apr 2020
What to consider with the digitization of business processes
Many companies want to go digital, but they shouldn't abandon physical paper. Not everyone can digitize quickly, so it's important to accommodate them in a digital transformation. Continue Reading
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Tip
28 Apr 2020
How businesses can optimize data-driven content creation
The amount of content available on the internet grows every day. It is important for businesses to use data to make sure their content reaches the intended audience. Continue Reading
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News
20 Mar 2020
Vendors offer free remote work technology for telecommuting
It's more than a marketing ploy: Cloud technology vendors, seeing their own issues enabling remote work, extend paid products to customers for free. Continue Reading
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News
28 Feb 2020
Contentful App Framework first major release under new CEO
Contentful CEO Steve Sloan, who joined the company in November after leaving Twilio, discusses the release of App Framework, a bundle of APIs and workflow blueprints. Continue Reading
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News
25 Feb 2020
Adobe Acrobat DC integrates PDF tools inside Google Drive
With new Google Drive integration, Adobe embeds free features for commenting and annotating PDFs inside Google Docs. Acrobat subscribers can create, sign and modify PDFs, too. Continue Reading
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News
11 Feb 2020
Akeneo rolls out newest version of PIM software
Akeneo PIM version 4.0 features digital asset manager, API-integrated connection modules and AI attribute mapping to better organize enterprise data. Continue Reading
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Tip
03 Feb 2020
Consider content first in a digital transformation
Organizations should think about content and where it will live at the beginning of any digital transformation to avoid headaches and extra work down the road. Continue Reading
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Opinion
20 Dec 2019
Digital experience trends to watch in 2020
With the availability of AI, personalization engines and customer data platforms, businesses and consumers can expect improved digital experiences in 2020. Continue Reading
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Opinion
13 Dec 2019
DNA as a content storage device is closer than you think
Storing content in DNA may one day be possible, but today, it's neither practical nor cost-effective. Here's where this technology stands in today's world. Continue Reading
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Tip
06 Dec 2019
Personalization engines help engage and retain customers
Content personalization is essential to getting the right material to the right customers. Here are some personalization engines that can help you better target your content. Continue Reading
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News
04 Dec 2019
New capabilities added to Alfresco Governance Services
The updates are intended to secure electronically stored information residing across different locations in light of recent regulatory changes, including the GDPR, FOIA and CCPA. Continue Reading
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Tip
22 Oct 2019
5 tips to avoid content sprawl when using Microsoft Teams
Businesses should heed this advice when rolling out Microsoft Teams to avoid content sprawl and ensure users can easily find the content they seek. Continue Reading
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News
30 Sep 2019
OpenText's Mark Barrenechea talks Google, AI, future of CMS
OpenText CEO talks about the company's future, how AI changes everything, his acquisition philosophy and how to keep a tech company relevant as it moves into its third decade. Continue Reading
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Tip
09 Sep 2019
3 things to learn before considering blockchain integration
Paul Swider, CTO at RealActivity LLC, discusses how to use blockchain technology to increase the security and usefulness of transaction software during a presentation at SPTechCon 2019. Continue Reading
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Tip
26 Aug 2019
5 tips for designing a personalization strategy
Companies using digital need some kind of personalization strategy to succeed. These five tips will help you use personalization engines to improve content management processes. Continue Reading
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Feature
16 Jul 2019
SEC's iXBRL requirements met with optimism -- and trepidation
Compliance with the SEC's new Inline XBRL requirements will change financial reporting processes. The benefits are there, but not everyone is optimistic about the change. Continue Reading
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Tip
11 Jul 2019
Get to know data governance tools for the enterprise
Data governance tools can address documentation gaps, data visibility and metadata management. Here are some tools that can help you along your journey. Continue Reading
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News
09 Jul 2019
OpenText cloud editions to replace on-prem apps
OpenText cloud editions are on the way for on-premises apps, including content services, AppWorks, security and business apps. Continue Reading
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News
09 Jul 2019
OpenText-Google partnership expands due to Anthos
OpenText invests heavily to support Google Cloud migrations in the wake of Google Anthos container environment introduction earlier this year. Continue Reading
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Tip
01 Jul 2019
The role of blockchain in information governance
While blockchain got its start as the foundation for different cryptocurrencies, it can also be beneficial in content management. Here's how it works. Continue Reading