Where do your employees go to find shared data? If it’s external data, probably an external search engine, like Google (which apparently holds 67.6% of the U.S. market) or Bing (18.7%) or one of the niche players.

What about internal data? If your organization uses a platform like Microsoft’s SharePoint, that platform includes a pretty robust search engine. You can use SharePoint to find documents stored inside the SharePoint database, or external documents linked to it, and conversations and informal data hosted by SharePoint. If you are familiar with a product called FAST, which Microsoft acquired in 2008, SharePoint’s search contains some elements of FAST and some elements of Bing. It’s quite good.

If you are not a SharePoint shop, or if you are in a shop that hasn’t rolled SharePoint out to every portion of the organization, then you probably don’t have any good way for employees to find structured and unstructured documents, as well as data. You’ve got information in Dropbox. In Box.com. In Lotus Notes, maybe. In private Facebook groups. In Yammer (another Microsoft acquisition, by the way). In Ribose, a neat startup. Any number of places that might be on enterprise servers or cloud services, and I’m not even talking about the myriad code repositories that you may have, from ClearCase to Perforce to Subversion to GitHub.

All of those sources are good. There are reasons to use each of them for document sharing and collaboration and source-code development. That’s the problem. Like the classic potato chips advertisements say, you can’t only eat one.

Even in a small company, the number of legitimate sharing platforms can proliferate like crazy. As organizations grow, the potential places to stash information can grow exponentially, especially if there is a culture that allows for end users or line-of-business departments to roll out ad hoc solutions. Add mobile, and the problem explodes.

This is a governance problem: How do you ensure that data is accounted for, check that external sharing solutions are secure, or even detect if information has been stolen or tampered with?

This is a productivity problem: How much time is wasted by employees looking for information?

This is a business problem: How much money is wasted, or how much work must be duplicated or redone because data can’t be found?

And this is a Big Data problem: How can you analyze it if you can’t find it?

The answer has to be a smarter intranet portal. In a recent essay by the Nielsen Norman Group, usability experts Patty Caya and Kara Pernice write that “Intranet portals are the hub of the enterprise universe.”

Unless you spend a lot of effort (including time, money and staff) on governance and enforcement, you can’t stop users from squirreling shared information in lots of places. The trick is to discover it, index it, and make it available to authorized users—without stifling productivity. That includes data from applications that your developers are creating and maintaining.

What are you going to do about it? Write me at alan@camdenassociates.com.