Rationalize your repositories to simplify and save

The proliferation of systems in IT is a significant challenge across industries. Think about the sheer number of applications present in various departments: accounting, payroll, file sharing, instant messaging, CRM, ERP, PLM, ECM and so many others. IT staff is constantly grappling with the question, "How can we reduce the number of systems and tools in use?" Streamlining systems not only makes them easier to manage and standardize but also leads to substantial cost reductions. However, it’s essential to recognize that end users often resist these changes.

Take mobile devices, for example. One employee might have an iPhone, while another prefers an Android, and IT is under pressure to rationalize all of them into a cohesive system. In this blog, we will specifically focus on the rationalization of repositories. For IT leaders, rationalizing these systems isn’t always possible or straightforward. You can’t simply say, “No more EMC,” because your finance team might rely on it for critical seven-year archiving. Similarly, you can’t eliminate SharePoint if it’s integral to your business processes. And heaven help you if you try to ban end users from using Dropbox!

What we propose is a shift from trying to rationalize your repositories to adopting a document-centric approach. Instead of focusing on reducing the number of back-end systems and tools, we should concentrate on the front end, ensuring that documents within the organization are standardized – easily shareable, readily identifiable, clearly marked, and annotated with author’s notes.

Regardless of where a document originates or which repository the final reader is connected to, we focus on delivering the document they need without forcing them to navigate through a labyrinth of repository systems. This requires a solution that is ubiquitous, capable of interfacing with all the diverse systems we cannot rationalize away. The solution must transform documents in a manner that enhances collaboration, respects compliance requirements, and aligns with organizational needs.

Conveniently, this is precisely what Adlib offers. Adlib’s solutions ensure that documents are not only accessible and standardized but also optimized for collaboration and compliance. By focusing on document-centric processes, we can streamline our workflows, reduce system complexity, and ultimately drive greater efficiency and cost savings across our organization.