The role of document management solutions in keeping your data healthy

Although people and data are very different from each other, they do have one thing in common: both need regular health checks. Data continues to grow exponentially and, in this era of digitalisation, it is apparent that organisations need to review their data and the plans they have in place to manage, secure, and analyse that data so that it delivers maximum value. A document management solution can play a key role in helping to keep that data healthy.

When dealing with data, either on-premise or on a cloud storage system, companies should have some basic rules in place and consider multiple factors.

Companies need to review their data integrity including how data is being managed, stored, and secured. Identifying vulnerabilities and areas for improvement early on means companies can set themselves up to streamline processes and create a more efficient work environment.

At Upstream, we’ve identified three areas to consider in your data health check:

  1. File organisation and process management

Currently, companies may use a variety of physical and digital methods to store documents and files.

Physical storage makes it exceedingly difficult for employees to find the right file in a timely manner as they have to look through various filing cabinets, manually riffling through the paperwork until they find what they’re looking for. This process slows down employee productivity and makes an otherwise-quick task, such as clarifying details or making an amendment, take unnecessarily longer.  

As the volume of data increases, these tasks, even when digitalised, can still be cumbersome as employees browse through countless folders in the system. Many digital filing systems simply replicate the structure and, therefore, the frustrations, of physical systems. And, if you’ve forgotten the name of the file or there are multiple versions, this can make the process even more frustrating.

Overlaying a document management solution (DMS) that systematically files digital documents and uses metadata to classify them makes finding documents simple.

  • Access to the data

Physical document storage solutions limit your access to documents and information as you can’t view files unless you’re at the office. Depending on your industry, your team members may need information straight away even when they’re out of the office. This means they either need to ask another team member in the office for help, disrupting their work, or leave the project site and go to the office themselves.

As the workplace adapts to digital enhancements, so too should company processes. Having a digital system that stores data and gives all employees instant access to it regardless of location is essential for business productivity. This way employees can work remotely, from home, when travelling or offsite, giving staff more flexibility, which helps with staff satisfaction and keeps the work activities ticking along.

  • Data security

Securing your data is essential for any business. Depending on your industry or the size of your business, you may be required to comply with mandatory data breach notification legislation. Regardless, you owe your customers, partners, and employees a moral obligation to keep their information secure. This is becoming more difficult because data breaches are becoming more frequent. Cybercriminals are becoming savvier and more sophisticated in their attacks on all businesses, no matter the size. Having the right document management system with strong cybersecurity and data encryption in place can deter attacks and minimise the damage an attack can cause.

Companies who don’t have an appropriate data security system in place leave themselves open to the consequences of stolen or compromised data, and the future repercussions of lost trust with suppliers and customers.

Like our own health, checking on health of your data should be a priority, especially as the business environment evolves. Taking a moment to ensure that your data management systems are contributing to your business’s productivity can pay significant dividends in terms of staff productivity, responsiveness, and job satisfaction.

For more information on document management solutions contact Upstream today.