In every organization there’s content that you want your employees to see, that they need to see, and even some that’s on a need-to-know basis. In highly regulated industries such as financial services and healthcare, content control is even more important. In these and other organizations, it’s important to control their personnel’s access to content, as well as the extent to which they can edit it.
Fortunately for Seismic and our customers, nearly every facet of our platform is permissions based. Once your organization has implemented Seismic, your administrators can establish permissions that dictate who can see what and what they can do with it. This includes everything from the assets a seller or advisor can share with a client to the content they review prior to a meeting.
In this post, I’ll share an overview of governance within Seismic. After reading, you should have a better understanding of how your organization can use Seismic’s content governance capabilities to manage how and when content is accessed, modified, and shared.
What is content governance?
If you’ve ever accessed Seismic, your experience is driven by governance. You don’t see it, but the content you do see is a result of your role’s permissions. Governance is the use of permissions-based control to dictate what content users can access, modify, and share as determined by their company’s administrators.
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How organizations implement governance
Content governance varies from organization to organization. As mentioned above, in highly regulated industries, governance may be stricter than in others. The beauty of governance is that it can be as broad or as granular as your organization needs it to be.
Controlled access to documents
Permissioning a user’s access to documents is one of the most basic forms of governance. When you log into Seismic, the content you see in NewsCenter is governed by permissions. When you search for a pitch deck or a solution brief, the content you’re able to view and access is also driven by permissions.
Many organizations use permissions to ensure that users only see the most relevant content for their roles and responsibilities. But, permissions can also be used to limit access to resources. For example, if a user works in the banking division of ACME Bank, they don’t need access to the firm’s asset management resources. As a result, the user will only see content that is permitted for roles within the banking division. At the same time, their teammates in asset management will have access only to their business unit’s content.
Controlled modifications to documents
In addition to provisioning the content that users can view, Seismic’s governance capabilities enable administrators to control how content is modified. LiveDocs are customizable, rule-based documents which means users can only modify them within predefined guidelines.
Let’s explore this in more detail. When a user chooses to personalize a document, they are presented with a form that is generated based on business rules. In this instance, we’ll use an asset management example. When a relationship manager attempts to modify a pitch deck, they can only make approved changes based on the business rules of the document they are modifying. For example, information is required to be presented in a specific way based on client type, strategy, distribution channel, etc., or some combination of parameters.
Continuous access to the latest, compliant content
In most organizations, marketing content is updated on a monthly or quarterly basis. Constant updates make it challenging for reps and advisors to keep up with the latest assets. But when users don’t have streamlined access to the latest and greatest, they may access or share content that is outdated or non-compliant.
Seismic’s governance properties enable marketers and sellers to avoid these potentially costly mistakes. Seismic WorkSpace enables users to manage their content within the platform. Content that is modified and saved in WorkSpace is always subject to the latest, most compliant data and content. For example, if an advisor modifies a LiveDoc and downloads it to their desktop, their doc will not be updated when their marketing team updates the original. However, if that same advisor saves their LiveDoc to their WorkSpace, it will be automatically updated with the latest data and content changes.
Compliance standards for shared content
Content is created to be shared. Whether internally or externally, Seismic enables organizations to control how content is distributed. Administrators have the opportunity to implement broad permissions or more granular controls. So, if an administrator wants an asset to only live within Seismic, they may restrict content downloads.
Sharing permissions also extend to how content is distributed by equipping organizations with the ability to limit how emails are shared. This is particularly important in highly regulated industries, where compliance is determined at the state level. For example, if a wealth management firm needs to send approved content for an audience in New York, Seismic allows users to validate their recipients before sending an email.This ensures that if a recipient is based in New Jersey or Connecticut, Seismic will omit them from the email blast.
See for yourself!
Governance is one of the integral capabilities that makes Seismic ideal for organizations in highly regulated industries. Governance is a broad subject and what we’ve shared in this post is only a part of Seismic’s story around governance.
If you’d like to learn more about how your organization can ensure content management is compliant, please request a demo. If you’re already a Seismic customer and you’d like to learn more, please reach out to your Account Manager.