How organisations can overcome the information management challenges businesses face today – IT Brief Australia

Article by Konica Minolta Australia  chief strategy officer Ted Garner.

Growing amounts of information means that many organisations are struggling to manage information in ways that contribute to business efficiency, growth, and compliance. Digitalisation means that physical filing cabinets may have disappeared; however , in numerous cases, these relics have simply been replaced with digital file shares that will replicate legacy information management practices. Organisations stand to benefit significantly by replacing these practices with modern information administration approaches.

If the events of the past few years have taught business leaders anything, it’s that organisations must be prepared to expect the unexpected. However , this is made more difficult when companies don’t have a streamlined plus highly efficient way to manage information. When documents are usually stuck in people’s email inboxes, lost in overly complex document shares, or simply saved to individuals’ desktops, organizations cannot apply effective information governance principles. This means staff members can’t work efficiently, effectively, or even collaboratively, which will eventually hinder business growth. It can also create security issues, creating the potential for damaging data breaches to occur.

When organisations cannot handle their info effectively, they face numerous negative outcomes, such as:  

  • the inability to deliver efficient customer service because employees cannot immediately access relevant information
  • wasted time as employees try to find the latest version associated with a document or recreate documents because they couldn’t find the originals
  • version control issues as workers create multiple versions of mission-critical documents such as contracts
  • increased data breach risk because workers potentially expose sensitive information in order to unauthorised users.

While the risk of these types of outcomes may be enough to convince an organisation that it must update its details management approach, it’s essential to move deliberately and strategically rather than be swayed by current trends.

Too often, organisations succumb to technology trends, implementing the latest content management solutions or file share approaches without critically examining their information management structure and understanding how to transform effectively. This invariably results in new systems that carry the particular same problems as heritage systems, which usually means the business has failed to achieve the strong return on investment. This can be overcome with a more strategic approach.

Companies need a true understanding of their processes plus practices so they may choose brand new technology that will pushes the organisation towards a more intelligent approach to info management. Without this, they may merely inherit the difficulties that come with legacy approaches.

With the rise of remote and hybrid working, having an established information administration approach is more important than ever. The increase in details accessed remotely at all times of the day means that strong protocols must be enforced to maintain, design, and capture key information across the company without exacerbating digital complexities.

Using e-mail as a default management system is not the answer. Doing so creates struggles along with network sharing, difficulty integrating projects, the particular inability to support remote working models and unnecessary manual work.

Finding the correct system can lead to improved automation associated with document management, governance, plus compliance. Organizations will end up being able in order to standardise documents throughout the business, improve digital workflows, eliminate data silos, improve access for remote control workers, and increase info security.

Organisations should never underestimate the importance of partners over the transformation process. Whenever a business can find the right details management program, the increased efficiency plus productivity these people can achieve is well worth the effort of establishing the program. In addition, a tailored information administration program also lets companies create a foundation for future development inside this area.

Given that information is power, organisations that will empower their own workers to access the best information, instantly, bolstered simply by strong governance policies, will position themselves positively for growth.