Content governance refers to the set of policies, procedures, and standards that guide the creation, management, and preservation of digital content. It is a critical aspect of document management systems and intranets, ensuring that the information shared and stored within an organisation is accurate, accessible, and secure.
The importance of content governance cannot be overstated, especially when it comes to intranets and document management systems. These platforms are central to an organisation’s operations, facilitating collaboration, knowledge sharing and internal communications. A well-governed content system helps maintain order and efficiency, making it easier for employees to find the information they need and trust its accuracy. This is particularly vital in a digital workplace where seamless collaboration and productivity are key to success.
Poor content governance can lead to a range of issues. Without clear guidelines, content can become outdated, inconsistent, or irrelevant, leading to confusion and inefficiency. In the worst cases, it can result in compliance risks and security breaches, as sensitive information may be improperly managed or exposed.
To mitigate these risks, best practices in content governance should be adopted. These include establishing clear policies on who can create and edit content, what types of content can be created, and how content should be archived or deleted. It’s also important to control access, with proper permissions set up to protect sensitive information. Metadata and templates can be used to ensure consistency and aid in searchability, while automated workflows can streamline the content lifecycle management.
Identifying content and site owners is a first step in ensuring good governance practices. Making owners visible and transparent helps employees know who to turn to when content needs updating.
After investing time and money into developing a new intranet or DMS, good content governance is essential to ensuring its continued success after launch.
