Why You Need a Video Content Management System to Ensure Governance Success

The following is a guest post from Irwin Lazar, VP Analyst at Nemertes Research. He will be joining us on December 6, 2018 at 11:00 AM EST for a live webinar, “Successfully Addressing Video Governance Challenges”. To register, click here.

In my previous blog I discussed the five components of a successful video governance strategy: Assessment, Access, Encryption, Approval, and Retention.  I discussed best practices for addressing each of these areas, but didn’t address the “how.” How you enforce security, governance, and retention policies requires a critical piece of infrastructure: A video content management system, or VCMS for short.

A video content management system provides the platform for capturing and storing on-demand video and for streaming live, video content.   It is the single place where those responsible for compliance, governance, and security can assess video content, control access, ensure encryption at-rest and in-motion, manage approval process workflows, and enforce retention rules.

According to the Nemertes Research “Visual Communications and Collaboration: 2018-19 Research Study,” based on data gathered from approximately 500 end-user organizations, just 11.3% have already deployed a VCMS, while another 47.5% plan to do so by the end of 2019.   The large number of organizations with planned deployments speaks to the growing realization of the criticality of having a VCMS to ensure streaming success.

Absent a VCMS, there is no central point for video content management.  Without a VCMS, video content may end up stored in a variety of places including local hard drives, as raw files on network servers, in other content management platforms such as SharePoint, or even within email systems as email is used as a means to distribute video. Even riskier, video content may end up being shared on consumer platforms like YouTube!, completely outside of enterprise control.

Some organizations attempt to create their own video content management platform, but often find that it is not able to scale to support rapidly accelerating demand, and that a homegrown server isn’t able to meet enterprise-grade needs for reliability and governance.

A VCMS designed from the ground up to support enterprise scale can not only serve as a governance enforcement point, but can also provide an organization with access to an array of features to improve the ability to use video as a collaboration mechanism.  Examples include automatic transcription of recorded video, including language translation, integration of video content into enterprise search platforms, learning management, portals, and other applications, and social tools that allow individuals to discover, share, and comment on video that is relevant to their roles.  Cloud-based platforms can enable organizations to reduce on-premises storage costs, have faster access to emerging features, optimize the delivery of video to mobile devices and external viewers, and rapidly increase storage capacity as needed.

Evaluating a VCMS means carefully determining the ability of a potential solution to support your specific requirements.  Ask potential providers:

  • Does the solution allow you to assess current video assets and classify them as appropriate?
  • Will it allow you to control access by user, role, location, device, and any other identified requirement?
  • Does it support encryption of video content, both at-rest, and in-motion?  And, can you manage your own encryption keys?
  • Does it support an approval model that allows you to screen video content before broadcast?  And will it enable you to employ a distributed approval model?
  • Can it support customizable retention policies by content type, location, source, and regulatory requirements?
  • Will it leverage a cloud delivery model to enable you to rapidly scale to support your anticipated growth?

In addition the VCMS should integrate with your existing environment, including videoconferencing endpoints and performance management systems.

A VCMS should form the core of your governance strategy, if you aren’t deploying one already, now is the time to evaluate your options.

About Nemertes: Nemertes is a global research-based advisory and consulting firm that analyzes the business value of emerging technologies. Since 2002, we have provided strategic recommendations based on data-driven operational and business metrics to help organizations deliver successful technology transformation to employees and customers. Simply put: Nemertes’ better data helps clients make better decisions.