While digital files have long replaced physical documents for many businesses, the amount of data captured and utilized by businesses has skyrocketed. This ease of accessibility of data for businesses has resulted in a high level of workplace flexibility. In order to facilitate access to company documents and other data at a moment’s notice, workers have turned to a variety of data storage and sharing infrastructures. Though many organizations have consolidated their electronic document storage and sharing processes to a single system, there are many organizations with employees using a smattering of electronic content management systems. While the number of these systems frequently came into use because the workers were not provided with a more substantial option by the company, the continued use of a variety of numerous electronic content management systems certainly comes with its difficulties. For such organizations, it is definitely advantageous for them to pursue data infrastructure consolidation.
Infrastructure Consolidation Increases Security
While it may seem counterintuitive to “put your eggs in one basket” by consolidating company data into one electronic content management system, the opposite is actually quite true. The various smaller data storage services that are the alternative to larger data management entities don’t typically have the security resources allocated to them that their more substantial competitors possess. Also, the increased number of data management services utilized means increased points of entry — instead of one vault door, cybersecurity threats simply have to find the most vulnerable point of entry. Keeping up with various entry points can be difficult and is tremendously inefficient.
Data Infrastructure Consolidation Streamlines Data Management
When time is of the essence, few individuals enjoy hunting-and-pecking for documents hosted on one of many different data infrastructures. Finding the correct login credentials and being familiar with a cornucopia of file management styles that vary from system to system is a waste of worker time and resources. When one solidary data infrastructure is utilized with varying degrees of security permissions depending on the user, team members can quickly find the files they need to perform their jobs efficiently. In addition to simply locating files, managing file structures and security clearances is more efficient within a single data infrastructure.
If your organization is considering data infrastructure consolidation, feel free to consult JD Young’s Electronic Content Management (ECM) specialists to get started on developing a solution that fits your team’s needs.