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Six reasons to ditch your current archive right now
When is the right time to introduce a new business output archive?
With 41% of companies still keeping paper copies of business system documents, and 44% archiving their business system documents on file servers, the potential for real business output archiving is overwhelming.
41% still keep paper copies
The business case is clear. The savings in time, paper, toner, binders etc. easily pay for the investment in a professional business output archive. The benefits of easier access regardless of time and place, increased security, improved customer service, and organizational flexibility become free benefits.
What’s keeping them?
What’s then keeping the remaining companies from taking the next step?
In my experience it’s often a question of timing. “We will shortly be migrating of system xxx, or onto system yyy”, is probably the two most often quoted reasons for postponing the otherwise obvious next step.
Very often “shortly” turns out to be not months away but years, even decades.
But even if “shortly” should be only three months away, my point is – the timing couldn’t be better! It may sound counter intuitive, but introducing a single centralized business output archive BEFORE leaving any of your business systems behind is a brilliant move for several reasons.
Top six reasons
- Reduce the need to keep the old system alive
- Secure important business knowledge
- Minimize conversion costs
- Minimize the need for new licenses
- New system up and running with complete history
- New system archiving from the very start
Very often you keep old decommissioned systems alive for a period of time in order to secure access to historical data. With a business output archive in place, you don’t need this.
If you have offloaded the important information into the business output archive you have secured the historic business knowledge for the future.
Offloading not only standard business documents, but also data reports, often reduces the need for complicated and costly data migration.
When migrating to a new business system we often see dramatic savings in licensing costs, when employees who only need access to information can be served without a full CRM lor ERP license.
When you, in 3, 6, 12, or 36 month time, finally make the move to the new system, you will start of one-click-access to the complete history on your customers, suppliers, stocked items, or whatever you store in your business output archive.
And finally. Your new system will be up and running in the right way from the very beginning. Not storing business output inside it self, or on file servers. Archiving documents automatically in the shared business output archive, where it’s available to all other business systems, now and in the future.
The best time is now
There is no better time than now
The reasons are compelling, and implementing a straightforward business output archive is a standard process. Easy and uncomplicated.
If you are “… migrating of system xxx, or onto system yyy shortly”, it’s time to ditch your current archive, and take a serious look at a corporate business output archive. Of course I suggest Next Business Output.
