In an evolving marketplace, being able to rapidly adapt to change is crucial to success. An agile organisation is one that can take swift and meaningful action in response to sudden developments, whether that be to control cost overruns on a fast-moving construction project, re-tool a production line according to an unexpected change in market demand, or rapidly reallocate human resources between worksites. Information management has an important role to play in both an organisation’s ability to detect changes as soon as they happen and its ability to respond effectively in order to maintain productivity and profitability.
One of the greatest obstacles to agility in any organisation is an inability to quickly and effectively reallocate human resources. Information management solutions can affect how well human resources are used. When information assets are well organised and easily accessible, significantly less work hours are spent on tasks outside of employees’ core competencies. While these organisational challenges are more often encountered by businesses dealing with paper archives, digital businesses can also face them if systems are poorly optimised.
Location of information
Another barrier to agility is confusion amongst employees regarding where to find information. This problem is especially prevalent in larger organisations, where a lack of transparency about information custody and work unit responsibilities can cause critical data to become siloed in different departments. This delays the sharing of new information and subsequently decreases responsiveness.
Interoperability is also an area of constant focus for organisations striving to maintain agility. A single, stable, centralised system that allows all work units to access data and collaborate simultaneously supports flexibility and responsiveness by eliminating delays associated with the inability of different computer systems to communicate properly and compatibility issues associated with switching between different digital formats.
For paper-reliant businesses with worksites located a long distance from each other, reliable file transport is vital. While most information management companies are capable of delivering information assets the next day, those that can act faster lend their clients a competitive advantage.
Grace Information Management
At Grace, we emphasise efficiency and simplicity. We move your archives to our storage facility where they are indexed in intuitive and responsive ICT systems. This frees up staff to get on with more productive, revenue-generating tasks. Better indexing also makes searching faster and more accurate, and can be rolled out across an entire organisation using existing filing references. This means no time is lost in retraining staff, while data is centralised.
At Grace, we’ll scan your paper files on demand and transmit them electronically within just a few hours, while digital archives can be accessed in over 250 native file formats instantly. We carry documents using an unbroken chain of custody, using secure asset tracking, to speed up logistics. Get in touch with our team today to discuss your information agility.