Ways Paper And Packaging Companies Can Simplify Data And Email Archiving

July 5, 2017


Health  Companies

Ways Paper And Packaging Companies Can Simplify Data And Email Archiving

The move toward the paperless office was meant to make data access and storage simpler but, in many cases, it just makes it easier to accumulate information without organizing it. Companies become mired in inefficient data systems to the point where it jeopardizes their ability to do business. Taking control of the information with IT managed services is the first step to efficient and cost-effective company operations.

The Problem: Inefficient Data Management

The most common reason for data gridlock is rapid growth. Data policies that served the smaller company become hopelessly disorganized as the organization grows. Often these were bad policies in the first place, but the problems could be handled on a smaller scale and therefore overlooked. As business information demands grow, the problems they create increase exponentially.

The situation is bad enough when a company grows through normal increase in customer traffic. However, unique problems arise when organizations expand by acquiring other businesses. Each of these new companies comes with their own philosophies on data management philosophy subjects such as backups and email archiving. Corporate policies become a mish mash of rules from each member company. Often these new acquisitions have outdated IT infrastructures that compromise the operation of the overall organization. Until these data centers are consolidated and brought under control, the entire company is going to run at a disadvantage.

Moving Data Storage Offsite

The larger and more geographically separated an organization becomes, the more it benefits from third-party IT managed services. The contractors bring a level of expertise that even large internal IT departments typically can’t match. Because they focus exclusively on data storage, access and recovery they can bring a specialized skill set to bear on the problem that gets the situation under control as quickly as possible.

The first step is to evaluate the organization’s needs for data storage, email archiving and other information services. This should include not only current needs but a plan for future scalability as the organization grows. There is no point in getting the current system under control if the same problem will occur again in a few years.

The next step establishes a centralized remote site for data storage. IT managed services such as email archiving and server backups can all be directed toward a central set of redundant and protected servers, and new acquisitions can easily tie in to the remote network.

SaaS Over Traditional Software

The latest trend in IT managed services is to create tools that run as SaaS (Software as a Service) rather than as desktop or server applications. End users install a simple front end client while the central software tool runs from a remote site. The front end communicates with the main application through fast and secure internet connections, and in most cases users can’t tell the difference over a desktop service.

SaaS ensures that every component of the company is using the same tool. Software updates of the core application are easy since it is a matter of updating a single application. Clients need to be updated much less often, and updates are automatically pushed by the central application. Standardizing email archiving and other IT managed services across the entire organization streamlines operations and improves the security and availability of information.

Business Continuity And Disaster Recovery

Day-to-day company operations ranging from order processing to customer management to contract administration all run seamlessly under the new data access system. However, the move to remote IT managed services has other benefits.

Continuity is critical to modern business. Customers no longer tolerate a business being shut down even for a few hours due to server crashes or other data disasters. When data services such as email archiving are centralized to a protected and redundant facility, problems from disk failures to major natural disasters can no longer threaten a company’s ability to continue to offer data access and full service.

In the unlikely event of data loss, recovery is greatly facilitated by using remote data storage. Email archiving and other backups are done routinely, and multiple backups ensure the data remains available even if the central resource is compromised. At the same time, fewer IT resources are used and this reduces company operating costs.

Remote IT managed services increase data access, security and disaster recovery while also reducing the demand for and cost of internal IT resources. Find out how these services can benefit your organization and give you a competitive edge.

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