Why Senior IT Decision Makers Are Consolidating Document Management onto a Single Platform

July 25th 2024

In today’s competitive business environment, the efficiency and security of your IT infrastructure are non-negotiable. For senior IT decision-makers, consolidating document management systems onto a single platform is not just beneficial—it’s imperative. Here’s why making this strategic move is crucial for your organization:

1. Unparalleled Cost Efficiency

Imagine slashing your operational expenses by eliminating redundant systems. Consolidation means fewer maintenance headaches and lower licensing fees. This direct cost reduction boosts your organization’s financial health, freeing up resources for innovation and growth.

2. Superior Security

In an era where cyber threats are escalating, robust security is essential. Consolidating IT resources allows you to create a fortified defense mechanism, reducing vulnerabilities across the board. Integrated systems are inherently more secure, protecting your organization from costly data breaches and ensuring compliance with stringent regulations.

3. Enhanced Quality of Service

Consistency is key to customer satisfaction and loyalty. By standardizing processes and workflows through consolidation, your IT teams can deliver reliable and efficient services across the organization. This uniformity translates to happier customers and a stronger brand reputation.

4. Effortless Integration

Managing multiple software solutions is a logistical nightmare. Consolidation simplifies integration, enhancing interoperability between systems. This streamlined approach means faster, more efficient IT operations, allowing your team to focus on strategic initiatives rather than technical firefighting.

5. Increased Flexibility and Speed

A standardized system build accelerates the deployment of new applications and services. This flexibility is crucial for staying ahead in a rapidly evolving market. Consolidation enables your organization to respond quickly to changing business needs, maintaining a competitive edge.

6. Seamless Deployment of Emerging Technologies

Emerging technologies, particularly those powered by AI and LLM (like AskAI), require secure and centralized data management. Consolidation simplifies the deployment of these technologies, ensuring your organization can leverage cutting-edge innovations effectively.

 

The Bottom Line

IT consolidation maximizes efficiency, reduces costs, enhances security, and boosts overall effectiveness. It’s a strategic move towards operational excellence and agility, setting the stage for sustainable growth.

 

Overcoming the Challenge of Department-Specific Document Management Systems

Department-specific third-party document management systems must justify their relevance in a consolidated environment. Often, they claim unique, non-negotiable functionalities that existing solutions, like SharePoint, allegedly cannot deliver. However, these claims rarely hold up under scrutiny.

Encodian’s Proven Approach

At Encodian, we’ve found that specialized systems are only necessary in rare, highly regulated situations—such as police crime records or national heritage archives. In 97% of cases, Microsoft 365’s suite, including SharePoint, effectively meets all document management needs.

Our strategy leverages SharePoint’s robust core features, enhanced by our professional services and add-on solutions like Filer. This approach provides a comprehensive, flexible document management system tailored to various departmental requirements.

 

Tailored Solutions for Every Department

SharePoint, Teams, OneDrive, and Entra ID form the foundational elements that support document management, security, and collaboration needs across all departments. Encodian then works with key departments to deliver customized solutions, to name a few:

  • Finance: Enabling efficient tabular data management and intelligent document processing.
  • Human Resources: Integrating HR systems, managing employee-centric contexts, and handling subject access requests and employee transitions.
  • Engineering: Enhancing CAD functionality and managing core processes like change controls.
  • Healthcare: Integrating with clinical solutions via HL7/FHIR and introducing critical functionalities like Break Glass.

This tailored approach ensures that departments gain the specific functionalities they need while enjoying the benefits of a consolidated platform.

 

Conclusion

Consolidating document management systems onto a single platform is a strategic necessity for senior IT decision-makers. It delivers unmatched cost efficiency, superior security, enhanced quality of service, effortless integration, and increased flexibility. Encodian’s approach to leveraging Microsoft 365, combined with tailored enhancements, offers the perfect balance between department-specific functionalities and the overarching benefits of consolidation.

Embrace this strategy to achieve operational excellence, agility, and a secure, efficient IT environment that supports your organization’s long-term goals. Don’t just keep up with the competition—lead the way.

 

Author
Dan Kong

Sales Director

You might also be interested in...