It’s a scary fact — employees that work with data can spend up to 36 hours per week searching for, preparing, and analyzing data. Why so much time? It’s all down to data silos.
In a nutshell, a data silo is just data that exists in isolation, meaning some people in an organization can access it, while others cannot. Not only does this reduce visibility across your organization, but it can minimize efficiency and impact trust, causing business performance to take a dive. Need more bad news? These silos can drain resources since you must not only pay for all that inefficiency and lost productivity, but you will need extra data storage to manage cumbersome and often duplicated data.
Wondering if your company has data silos? You might, if you are experiencing the following:
- Employees checking several departments to find data
- Data isn’t correlated across business tools
- No one knows where to look to find the information they need
- You are spending lots of money on storage and software
If this sounds familiar, you are not alone. Companies of all sizes experience the bottlenecks, lowered productivity, and budget drain that is often associated with data silos.
How to Destroy Data Silos and Make Sure They Don’t Return
Data silos are caused by many factors, from using the wrong technologies to something as common as scaling your company for growth. No matter which reason applies to your enterprise, there are some simple ways to destroy data silos for good — and avoid them in the future.
- Use a Document Management System
A document management system (DMS) is software-based technology that can store all your data, even in paper-heavy businesses like banking, legal, and healthcare. Paper documents can be easily scanned and organized using software that allows for visibility, transparency, and organization. Once all your data has been collected, using a DMS can make data easy to find using keywords, dates, or search terms that you define according to your organization’s needs.
- Understand Who Needs Which Data
Quite simply, you must begin to analyze which data is needed by which departments or even individuals within those departments. Then, you can give the right people access to the information they need, without sharing it with individuals that do not have a need to know.
A document management system can provide access controls to limit or expand the employees that require access, allowing you to scale effortlessly. And your DMS can provide audit trails to monitor your data through its lifecycle — tracking changes and edits and allowing you to see which employees handled the data at any point in time.
Finally, a DMS provides a higher level of security, important for companies that must maintain regulatory compliance but also necessary to protect proprietary and sensitive data. In the event of a breach or natural disaster, your data will be secured by multiple backups so business continuity is not disrupted.
- Clean Your Data — And Collect Better Data
Data quality is important for high productivity and good customer service, so ensure that all contact details, transaction information, communication and collaboration histories and others are relevant and accurate. Make sure data is standardized, user-friendly, and synced to the correct business tools to further improve both internal and external processes.
A document management system makes this easy by allowing you to create a naming hierarchy that helps prevent duplicate files.
Let Perry proTECH Help You Defeat Those Silos Today
Data silos are never a good thing, and yet most companies struggle with ways to defeat them. At Perry proTECH, we provide the latest in document management software to help your company locate and destroy those challenging silos. Without the burden of silos, your company can enjoy elevate productivity, better and more enriching collaboration internally and externally, better data security, and optimized workflows.
If that isn’t enough, our team of DMS professionals can expertly craft a DMS that is specific to the challenges and goals facing your business today — and we will stand with you to keep your system maintained and up-to-date as your future needs evolve.
Don’t struggle with data silos. Contact a Perry proTECH consultant and learn how our cutting-edge DMS technology can help you start breaking them down — today!