Every year, thousands of intranet managers are faced with Intranet Hoarding Syndrome (IHS). This vicious condition can be detrimental to the success and effectiveness of your intranet. It’s an epidemic people! And, it’s time for us to start raising awareness! You’re probably asking yourself, ‘But Maz, what is Intranet Hoarding Syndrome? How does it affect my intranet?’ Well, have no fear my friends; you’ll have your answers soon enough.
Intranet Hoarding Syndrome results in the accumulation of outdated, unused and unmanaged content over a period of time. Usually, your most popular applications will be affected by this condition and it will result in fresh content being mixed with outdated content (making newer/desired information less accessible). Command applications include: announcements, documents, policies, forms and any other heavily used applications that contain loads of content. The problem occurs when new content builds over top of the old and eventually, the application becomes quite messy and locating desired items becomes increasingly difficult for the end-users.
You can enable a few simple features to help proactively defend against IHS. Here are three remedies packaged with all of your appbuilder applications which should help you in your battle against IHS:
1. Turn on Review Dates
The review date field is a great feature that can be used to alert content contributors, on a pre-defined date, about an item that they have created. This will help content managers review their items periodically and determine whether the item should be kept as is, updated, archived or deleted. The big benefit here is the delegation of the content management responsibility to the individual content contributors.
2. Enable the Archive Field
I know, I know, it’s another field that users will need to set when adding content; HOWEVER, it’s one of the most effective methods of proactively battling against outdated content. Enabling this feature will require that users specify an archive date when adding a piece of content. Once the archive date has passed, the item will be removed from it’s folder and made accessible exclusively through the archives area (which separates the older content from newer content). Enabling this field will help ensure that every contributor is doing their part in keeping content fresh on the intranet.
3. Leverage Content Clean-up
For the big clean freaks (like myself), you can even go as far as cleaning up the archive areas of your intranet site. Enabling content clean-up for your applications will permanently delete content that has been archived for more than X months/years.
Perform monthly audits of your most popular applications and stay on the lookout for outdated content! Reviewing your content repositories regularly is a vital part of keeping a CLEAN intranet. Our statistics module (if installed) will help you identify the most popular intranet areas in a few simple clicks. Alternatively, even manual navigation throughout your applications will reveal and allow you to take action against outdated content.
Keep fresh content in plain-sight and hide outdated content as this will play a pivotal role in solidifying your intranet as an effective information management solution. How do you combat Intranet Hoarding Syndrome in your organization? Please post your comments directly to this blog.