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Is your information management system helping or hindering you?

Tuesday October 29, 2019

No matter what business or industry you are in, the ability to properly organize and quickly access the correct version of documents and other critical files—regardless of their format—is essential to your success.

The value of a good information management system

A good information management system can provide you with a competitive advantage by:
• increasing productivity and efficiency;
• improving accuracy;
• enhancing customer service;
• and allowing you to make smarter and faster decisions.

Effective information management is dependent on managing the interrelationships between files, processes, and systems—which unfortunately, can often pose a number of difficulties.

The pitfalls of traditional folder systems

Organizing and navigating digital information using a traditional folder-based system can quickly break down if a file belongs to more than one customer or is relevant to multiple user categories or processes.

For example, you may want to group a client proposal with other files specific to that project category, but also include it with broader content specific to the client. Using a traditional folder-based system, you would need to pick one folder or the other, or duplicate the file—which may cause issues, especially if you want to alter or edit the file down the road.

Similar issues can arise for documentation associated with your distribution process—customer sales orders, vendor purchase orders, receiving records, warehousing records, shipping records, invoices etc.—as these files relate to the same transaction but are often scattered across multiple systems, and by extension not easily accessible.

The benefits of intelligent information management platforms

Unlike a traditional folder-based system, a modern, ‘folder-less’ system organizes information based on what it is, not where it’s stored—enabling you to quickly locate the exact content you need. These intelligent information management platforms work by assigning metadata tags to your files, allowing for better categorization and retrieval. Although a file can only be in one folder at a time, it can have an unlimited number of metadata tags. Metadata offers improved workflow management and more timely and accurate information navigation and search—which leads to better overall business performance.

One of the more comprehensive intelligent information management platforms currently available is M-Files. M-Files supports information stored in the cloud, on in-house servers, and within hybrid IT environments. It’s the only true Hybrid Cloud Content Services Platform on the market, and also provides metadata suggestions, a legacy network folder connector, and other intelligence features. A platform like M-Files allows you to effectively address process, productivity, and compliance challenges without disrupting existing systems or users. Whether you work with documents in SharePoint Online, or manage your customers in Salesforce, you can use a familiar user interface to manage all related data and content.

S+C Partners has in-house IT expertise

Contact the IT professionals at S+C Partners to further explore how an intelligent information management platform can help improve productivity within your organization.