Content Lifecycle Management
Common Content Lifecycle Management Challenges
ROT-Ten Content
It’s not easy to assess what content is redundant, obsolete, trivial and stale (ROTS) content versus actually of value and relevant to the business
Resource Constraints
Routine file retention, archival, and deletion (RAD) tasks are a drain on skilled IT resources, which could be deployed on other projects
Risk Exposure
Inconsistent policies expose companies to risks such as regulatory violation and business disruption if the wrong file is moved or deleted
The Egnyte Solution
Unified Dashboard
Identify redundant, obsolete, trivial and stale content that can be deleted to minimize risk and reduce risk surface area.
Rule-Based Lifecycle Policies
Specifiy archival rules based on content age, author, project, and folder location, and other criteria. Leave a stub file in the place of a file that is archived or deleted to alert business users.
Classification-Based Lifecycle Policies
Use AI-based classification to automate the retention and archival of files based on defined criteria, and implement deletion based on a variety of safety and compliance measures.
ROTS Management
Dedupe and declutter obsolete data, further mitigating security risks and reducing storage costs.
Powered by Egnyte AI
Learn more about Egnyte’s content intelligence engine, which includes:
- GPT-powered models allowing users to "converse" with private data sets in natural language
- Predictive models for content classification, entity extraction and unusual behavior detection
- Connected workflows such as automated labeling, security issue remediation, and human-driven review/approval tasks
FAQs
Content Lifecycle Management (CLM) refers to the process of managing digital content from creation and users’ initial collaboration to classification, retention, and secure disposal (for example, the content’s archival or deletion). CLM ensures that data remains compliant, accessible, and organized throughout its lifecycle. Effective CLM reduces storage costs, mitigates data sprawl, and strengthens governance and data security posture, making it essential for regulated industries and enterprises that handle high volumes of unstructured data.
To explore how organizations are addressing data sprawl and improving governance, watch the on-demand webinar: Governance in a Data Sprawl World.
Organizations often struggle with data sprawl across their content storage repositories, lack of visibility into aging or redundant files, inconsistent retention policies, and non-compliance with regulatory standards. Without a centralized CLM strategy, businesses are susceptible to security breaches, excessive storage costs, and audit failures. Automating CLM helps address these challenges by enforcing retention rules, improving data classification, and promoting policy-based governance.
CLM enforces consistent retention, archival, and deletion policies across all repositories, ensuring that sensitive data is properly governed. It helps organizations meet compliance mandates such as HIPAA, the California Privacy Rights Act (CPRA), GDPR, and/or FINRA by providing auditable controls, access logs, and automated file disposition. This reduces the risk of non-compliance penalties and enhances enterprise-wide data governance.
By automating content classification and archiving obsolete files, CLM streamlines access to the most current and relevant information. Teams spend less time searching for documents and more time collaborating on active files. CLM also ensures content is appropriately shared and retained, which enhances productivity while reducing the risk of working on outdated or unauthorized versions.
When a retention policy expires, the system can automatically archive, delete, or flag files for review based on the configured rules. This reduces manual intervention, lowers storage costs, and ensures that content does not remain longer than necessary, helping meet compliance requirements and minimize legal exposure.
Only authorized administrators can create, edit, or delete retention policies within a CLM system. This ensures that governance rules are enforced consistently and prevents end users from bypassing compliance protocols. Role-based access controls and audit logs help maintain policy integrity and transparency.