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3 solutions for your business information management problems

by ​Mike Strawn
Businesses and their employees access and share more information today than any era of professionals before them.

And as the value of this information increases, how your workers use that data creates real risk. For this reason alone, it’s important to be aware of what these risks are, how to recognize them, what behaviors they stem from, and how to eliminate them. Let’s take a look at three common business information management problems.

Using "convenient"’ consumer apps

We know that convenience doesn’t add up to productivity or protect against all security risks. But without a doubt, companies of all sizes must face the fact that we work differently today. Today’s business professionals spend the majority of their time creating, managing or sharing information. And more and more, they’re moving and storing this information on consumer apps and over insecure connections. This flexibility is convenient, for sure. But carrying information off the network puts your organization’s information security and compliance at risk of malware and theft.

Solution: When your company uses a hodgepodge of technology solutions for things like messaging and file sharing, it can create major productivity and security issues. Employees often turn to consumer apps when they’re looking for workarounds to address the limitations of their company’s technology. Work with your employees to:

  1. Determine their needs and what they’re using currently.
  2. Standardize around a set of approved tools.
  3. Provide training on any new technology you implement.

Evaluating and addressing risks through this employee-centric lens will strengthen security — all while increasing employee satisfaction and productivity.

​Today’s business professionals spend the majority of their time creating, managing or sharing information.

Emailing sensitive files

It seems innocent enough. One of your finance staff is working on a financial plan. He gets hungry and decides to head home. He emails the spreadsheet to himself to work on from the living room couch. So what’s the problem? Your company has invested heavily in securing your corporate network (right?) — including email servers. But when employees send files over consumer email services and pick it up on their home computers, they are compromising the security of corporate data. These public connections are insecure, and viruses and malware on home machines could easily leave files vulnerable.

Solution: Implementing a content and document management solution can ensure that the right employees — and only the right employees — always have easy access to the files they need, no matter their work location or schedule. Getting your records in order can also help mitigate the risk of compliance issues or lawsuits, and avoid gaps in trailing documentation from paperwork-heavy processes like hiring.

Using personal cloud storage for work files

Consider how stringent password requirements are for corporate networks. Consumer applications don’t have the same requirements — so when employees use Dropbox or Google to store a client project for ‘safekeeping’, they are actually doing the opposite. Consumer storage applications are plagued with data security deficiencies, including improper backup and weak service level agreements (SLAs), which can result in lost or stolen data. Although many consumer services are relatively safe, there is still a steep risk for organizations.


Solution: Deploy an enterprise Intelligent Capture solution. Data capture solutions have evolved to an amazing degree of OCR (optical character recognition) accuracy, allowing for automated indexing and routing of documents into your current CRMs, ERPs, and other enterprise content management solutions. With a cloud Intelligent Capture services like that offered through our Intelligent Business Platform (IBP)SM, you enable a distributed information and data capture to meet today's hybrid work model, empowering employees working anywhere, yet keeping your information secured.


Find the answers your business needs 

Don't let information management impact productivity. 

Final thoughts 

In the new world of work, it's essential to understand information management behaviors and implement solutions to enable a safer, more successful and productive workforce. With a little foresight and understanding of how employees function best, you can embrace the tools and workflow that make sense for you, your employees and your company. 
Mike Strawn

Mike Strawn
, Director, Services Business Development, Ricoh USA, Inc., is responsible for the vision and development of Ricoh’s services portfolio strategy capitalizing on new technology trends and delivery models. Strawn’s an accomplished business leader with more than 18 years of experience in marketing, sales and services operations at Ricoh. 

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